Project Proposal Writing for Non Governmental Organisations

Once the groundwork has been completed, proposal writing can commence. The key decision to be made at this stage is the structure of the project proposal (including the content and length). The structure is determined by the nature of the project as well as by the funding agency’s requirements. In the variety of formats, application forms, project design outlines, and grant application guidelines, it is possible to detect some common elements. Proposed Format Title page A title page should appear on proposals longer than three to four pages. The title page should indicate the project title, the name of the lead organisation (and potential partners, if any), the place and date of project preparation and the name of the donor agency to whom the proposal is addressed. Project title The project title should be short, concise, and preferably refer to a certain key project result or the leading project activity. Project titles that are too long or too general fail to give the reader an effective snapshot of what is inside. Contents page If the total project proposal is longer than 10 pages it is helpful to include a table of contents at the start or end of the document. The contents page enables readers to quickly find relevant parts of the document. It should contain the title and beginning page number of each section of the proposal. Abstract Many readers lack the time needed to read the whole project proposal. It is therefore useful to insert a short project summary — an abstract. The abstract should include: • the problem statement • the project’s objectives • implementing organisations • key project activities; and • the total project budget. Theoretically, the abstract should be compiled after the relevant items already exist in their long form. For a small project the abstract may not be longer than 10 lines. Bigger projects often provide abstracts as long as two pages. Context This part of the project describes the social, economic, political and cultural background from which the project is initiated. It should contain relevant data from research carried out in the project planning phase or collected from other sources. The writer should take into consideration the need for a balance between the length of this item and the size of the overall project proposal. Large amounts of relevant data should be placed in an annex. TOPIC MATERIAL Project justification Rationale should be provided for the project. Due to its importance usually this section is divided into four or more sub-sections. Problem statement The problem statement provides a description of the specific problem(s) the project is trying to solve, in order to “make a case” for the project. Furthermore, the project proposal should point out why a certain issue is a problem for the community or society as a whole, i.e. what negative implications affect the target group. There should also be an explanation of the needs of the target group that appear as a direct consequence of the described problem. Priority needs The needs of the target group that have arisen as a direct negative impact of the problem should be prioritised. An explanation as to how this decision was reached (i.e. what criteria was used) must also be included. For example, if the problem is stated as “… poor infrastructure in the community ” the list of needs associated with this problem may be: • improved water supply in quality and quantity; • better roads; and • improved solid waste collection. These three needs would then be given higher or lower priority according to the level of importance for the community, and a description would be given of how that decision was reached (e.g. a poll taken from the local population, costs associated with project intervention, etc.). This procedure provides credibility to the selected intervention. The proposed approach (type of intervention) The project proposal should describe the strategy chosen for solving the problem and precisely how it will lead to improvement. One way to describe the approach related to the need previously stated as improved water supply could be: “ intervention to provide basic water supply facilities in the community, ” with some description of the specific features of the solution proposed. ■ Never use language that could be perceived as an attack towards any other organisation or institution. ■ Carry out an analysis of your organisation’s strengths prior to preparing the proposal and then showcase these strengths. ■ Show that your planning process is participatory and takes into consideration the opinions of the target group. ■ Prepare a short document that presents your past experience (organisational record) and attach it Before Writing a Proposal Interview past and prospective beneficiaries. Though feedback was likely received when the previous project ended, new benefits and conditions may have arisen since that time. Speak to prospective beneficiaries to ensure that what you are planning to offer is desired and needed. ■ Review past project proposals. Avoid repeating mistakes and offering to reproduce results that have already been achieved. Donors will be unlikely to provide more funding for something that should already have been done. ■ Review past project evaluation reports. Don’t count on project members to remember all the mistakes and areas for improvement from previous efforts. ■ Organise focus groups. Make sure that the people you need are willing and able to contribute. ■ Check statistical data. Don’t let others discover gaps and inaccuracies in the data you are relying on. ■ Consult experts. Outside opinions will give you ideas and credibility. ■ Conduct surveys, etc. Gather as much preliminary information as possible to demonstrate commitment to the project and to refine the objectives. ■ Hold community meetings or forums. When the public feels that they have been consulted on an issue, they will be much more likely to cooperate and support the project.to the project proposal.