Basic Proposal Structure
Safety Consultant with Sheldon Primus
Basic Proposal Structure
June 21, 2021
In this week's episode, Sheldon goes over how to structure a proposal to give you the best chance of landing a potential client.
Sheldon Primus, Marketing, OSHA, Regulations, Joe Biden, Donald Trump, Proposals, Biography, Speaker, Quote, Contract, Clients, Safety FM, EHS, OSHA 10 Hour Training, OSHA 30 Hour training, Online Training, Promotions

[00:00:00] :  Yeah, this episode is powered by safety FM. Mhm. Welcome to the safety consultant podcast. I am your host, All the Prime Minister. This is to show where I am teaching you the business of becoming a safety consultant as well as your safety consultant. Yes, I am America's safety consultant. Yeah. Welcome back to another episode to hope everything's going well for everybody. I hope you've been doing really good. A girl fixed up. I think that's probably not a thing. However, I just want to make sure that we're all doing it today. Yes. So today what we're going to do is I'm actually going to go through an old school thing and this old school thing that I'm going to go through is going to be proposals. So I'm going to go through a little bit of what I did before in the past proposals. But then I'm also going to include the concept of dynamic proposals. Which wasn't a thing when I that could have been, but it wasn't the thing I knew about when we first did this this she's a conversation this taco and proposals. So that's what we're going to do today. We're going to talk about those things. And truly I can give you an excellent resource that you can get to. So there we go. So hang tight and we will get going. Mhm. Mhm. All right. So trillion. I'd like to thank everybody for being part of the show. If you have not yet, then they go ahead and hit your subscribe button so you can subscribe to the podcast. It means a lot to me. It helps with algorithms and it also helps where when people want to see anything that deals with safety consulting or safety or whatever, then what this one would do is as you like or subscribe kisses described, that might be the word. Uh why don't you do that? Then it's going to show, hey, I like this guy and then whatever service you're listening to me on, they kind of get the hint of saying, wow, there's a lot of people hitting that one little button that does subscribe, we think that there's some good information here and then it will start suggesting me to new people, so I'll be able to help more people so be awesome if you could do that for me would be great. It helps with my numbers as well. So, you know, that's the other side. Like we always look at Matrix, we know there's two sides to each Matrix. Mhm But I like helping people too, so it gives me a chance to do that more. So today we're gonna go ahead and talk about proposals again. So proposals is one thing that I've visited before. I even had an episode of earlier episodes specifically about proposals and I am going to revisit it again. And the reason why is because now we're getting our chops back. It kind of reminds me of there's one commercial out there, I can't remember who it is, but it's a scene of everybody trying to get dressed to go somewhere and you're doing the most ridiculous things. Like one person is cutting his own here and taps a little bit of his hair off in the back. Little girl comes out of her apartment ready to hang out with her friends and she still get her slippers on and the idea of the commercial is alright. It may take us a little bit to get back to normal from the global pandemic. Especially here in the U. S. For you guys in different countries, maybe a different experience for you. But in the US here we are kind of getting back to normal. I say that with a question mark in trepidation in my voice. But I think for the most part we're going there truly okay this is going to help you remember some of the things when you're gonna get back out in there and submitting proposals and getting that business going because now is the time to do it and this is global, not just the US. Because truly if you're thinking about it, a lot of professional businesses, they want to get back to normal there now are truly aware of saving health and that it's not always a line item. They're saying words like personal protective equipment left and right when they never did before. Then when I say they I mean decision makers that will hire a consultant, this is our time, It is truly our time right now. If you wanted to be a safety and health consultant, take your safety and health expertise, your knowledge, the things that you wanted to share pass it on. So this is the time. So I'm gonna help you remember that the proposal is going to be uh the thing that is going to announce you two, the prospect that is a little bit more deeper than just a handshake. You get the handshakes then with the handshakes, they know, alright, this seems like a good person. We could talk uh maybe even if it was a zoom meeting, we have a good conversation, there was some sort of um feeling that I want to get this note. Now I think I could trust this person with this service and now when they say sure, send me a quote. All right, it's on your impression is now going towards actual service prospect, the proposal is the thing that is going to make sure that you stand out. So let's start with the first proposal. Mm This is the classic proposal that you see and it's very simple is basic, classic proposal and um I'm probably going to give you as much as you can to do this in word or some sort of, I guess it's worth processing software. I use Microsoft ward, so I'm gonna give you guys a lot of this, you could build it in anything if you want to build it in an Excel spreadsheet, it's up to you. But the simple proposal is going to give you this mm very tough is just going to be the proposals name next. You'll probably have a date mhm. Underneath that and maybe set up kind of like the way the letters would be set up where you'll have to the person's name, the address, the contact phone number or whatever it is. All right, So now that is going to be on the next line of the proposal. If you have a logo, you should probably put the logo in the header or well header. You really want to put logos and headers, not footers. So I get that logo up in there too. So this is physically the design what people should be seeing as we're looking at this proposal. Mhm. It's showing that you're a big company, it's showing that you have truly made it, even if you're a company of one, you want this thing to shine. So that means you got to make a logo, Right? So that's some sort of design feature you're gonna end up doing. There's a lot of logo making programs out there. Uh There's plenty of them online. Okay? You could do this so you get your logo main then also on the same line which I do uh the same line where you have who this proposal is going to. On one side you'll have their name and contact and everything else on the other side you're going to have your name and contact and everything. So it's basically dueling information in the same block of this one page simple proposal. The next thing under there is generally going to be some sort of embedded Excel spreadsheet or table. Let's just say mass spreadsheet table But you want to have maybe three or let's say four basic lines on this table. Mhm. One is gonna say the item meaning if you have several things for this one, client is going to have item one. Item 2 93 could be a 10 hour OSHA class. Item one, item two could be a mock inspection. So we're putting each item there next to the item number. You're going to give a description next to description. You're going to give a unit price next to the unit price. You're going to give the line price meaning okay, description we're doing or 16 health mark, OSHA audit unit prices. X amount of dollars per hour. And now hourly rates and everything is that's another episode that I've done plenty of times. So I usually say if you're just starting out thinking usd it's a nice general thought of maybe 50 to $60 an hour. Could be a little higher. Especially if you're making that right now you're gonna want to go a little bit higher especially with expertise. But I'm just saying on a base level so you're going to tell them what the project prices. I think you should always do things project price, not hourly, but I only gave you that hourly because at first your mind's going to all be thinking, I really, and you don't know to switch it over yet until you get to project, but you really want to price things. Project price per unit. If you're forced to do things then know that, I mean if you're forced to do it on an hourly basis, then know that there's a lot of nuances to that. Uh, it's, the hour is going to include lunch and all that stuff. Right? So just the thought process and then the line item, how many of these things are you doing? How many hours are you doing then you're going to add up that number to make all that up. So that is truly the simple one. If you want to add a little bit more on the bottom of that, you might add some notes. Typical note will be if you have a travel or per diem cost, you want to put that in there in the note and that's going to be added into that total. And then also how are they going to pay? You make checks out too. Make a scandisk your code in order for you to be moved over to the payment center however you want to do that as well. That's also included in there. I always always, always deliver my proposals in pdf form and not in the word form or the raw document form. Nice. Do the extra step and get it into a pdf form. So it can't be changed in any way. And it actually makes it look even more professional. That's the key. You're trying to get all this stuff looking professional, right? So hopefully you're going to be able to portray the idea again, that you're bigger than you are. Uh, when you get asked for a proposal, you want to get that to them within a week. It's hard to do it within a day, but if you can that be awesome, but within a week, get them that proposal. So let's go ahead and look at one or should say, another type of proposal. So this is the simple one. The next type of proposal is a little bit more detailed. This proposal is going to be proposals. Last contract. Okay, So let's say you want to get into a contract with somebody and they want to do a 10 hour general industry, 10 hour OSHA For most of their workers. And then they also want to do the 30 hour, right? So in this, in your mind, what you're thinking of is, you know, for sure that you're gonna end up having a couple of different line items there. And then you're also going to be thinking, this person is going to be comparing how many people to this price. And automatically they're going to look at that total and they're going to do the math. They're going to subtract versus a divide the total by how many numbers of people are going to be in the class. And then they see, all right, so this is my word. So basically, that's that's how they're going to break it down. They always do and sell when we get to the cost for this version, I'll talk about that unit a little bit different. So, this is how, uh, the complex proposal should be. The first one was simple one page. You don't do a whole bunch. That's right. You don't need all kinds of stuff. But the complex one, the one that's going to actually be the one that's going to make you really looks good, make you shine. That one is going to include the background. The background could be two things, it could be the background of the company. Or you could actually say like when I took back around the company, just before I go too far is um first thing is my business does this and this and this and generally get this from your home page is the about section and then their company and their company does this, this and this. And that's two things. One paragraph about your company, one paragraph about the client's company. And then the thing that ties it together is a sentence of two that says that you two are going to be working together to provide the following services, then the next will be in the next section of that type of longer proposal will be the scope of work. It's okay in the scope work. If you want to be a little bit worthier, meaning that you could give more of a description of why you need this job. Why are we doing this bleeding into this? Is what is going to be provided specifically to match this? Next section is going to be What service would your your actual client or potential client need to have available? If it's like training, they need to have the training room. Do they need to have the audiovisual supplies? Are they supplying your computer? What are they supplying? Are they supposed to have pencils and paper for everybody? Are you bringing that to? That's going to be services provided by the client? Next section will be services provided by you. Are we going to have student handouts? Are we going to have lunch? Are we going to have anything that will be where the workers are going to have both online and physical support vets, your services. You're gonna have to determine how you're going to go about that. Be specific in that area. When you are being specific? You really want to think about how many hours is it going to cost you realistically you're not going to build for that, but you do want to take account of your time, How much material is it going to be? Such as if we're using the same analogy with the 10 hour courses, How much is it going to be for you to get your pens, your pencils, your student handouts, print off the stuff that OSHA requires for the 1030 hours. Um, do you have a hotspot increase of all that, all that stuff is going to be? You know the services provided and how are you going to do your delivery bubbles? Which is the next section, delivery bubbles is what is the thing that is going to be into customers hands when you get done? So just envision what the work is gonna be and when you get done, what are you leaving them with? Mhm. Some deliverables may also have some sort of service contract that says we're gonna maintain this whatever program first a year and then after that we'll let you go. You take on this BBS system yourself where you take on this um a work team or learning team whatever. So that's the idea behind it. Period of service is what it stands for right there. I would always suggest that when you're doing your period of service, especially when you're trying to figure out how much time it is that you're going to need to finish. Especially if it's like a written program or something similar to that. Be realistic. Give yourself plenty of time. You don't want to ever ever below those deadlines. If you could help it. If you do blow a deadline, let the client know that hey I am so sorry I have this and this coming up your uh your top priority and I'm going to get you this as soon as I can. I just had something come up or whatever the reason is if it's family, obviously you can't go and divulge into that but at least keep them informed, keep them updated and then delivers quickly she can afterwards. Mhm. There are some cases where let's say um let's say you're waiting for some payment and you can't do the next part of the process until you actually have payment released. That also should be noted to the client to let them know, Hey, I'm ready for the next stage. I gave you phase one and I'm just waiting for the release of phase one's money and now we're taking on the phase two. So now if there is an actual delay in the delivery ble now they already know ahead of time that fist delay in payment led to the delay in of the delivery date. Okay. That's a tricky stuff. Right? Especially when you're trying to figure out you get this coming up. I got a birthday and uh, for me, summertime, especially early june july birthday season constant. So I have to think about projects. What I'm going to be there when I'm going to have time, How much time do I have to devote is just get several clients I got to peace out Some of these things I do live streams that if you have not listen to the OSHA compliance self livestream have set a time and date. It's going to be six p.m. On Thursdays, Eastern Standard time, six p.m. Eastern Standard time on Thursdays, live streams wherever you get me, if you get me a link to and you give me a, give me a twitter, give me a twitch wherever you're getting it. As far as my wording from you guys in my message, that's where you're going to be able to see me on the live streams. So now that we've got even the schedule down, the next thing we're gonna do is the cost, the cost to you and they get a bunch of episodes about cost. Just make sure that when you do your cost first, start with what do you want to make then after that we could break it down everything else, but what do you want to make it? Mhm. And then after that again, breaking down paused dramatically free because it is an important uh mindset there. The next thing you can do is your payment, you know, how much do you want up front? I do my general payments in this way, half of it up front. Then at the delivery of the first stage Than 25%. So that means I'll have 75% of that. And then at the delivery is the last part of the project. They're now I'll complete the contract, then they get the rest of the payment. If it's training, I usually do 50% when we execute the contract and the other 50% on the first day of class. So those are the ways that I'll work this out. Mhm. After everything you're gonna do your bio, you really need to have your bio looking good. Good, good. So in my bios I usually have a picture in the first section of my bio, I usually tell a little bit about myself and some of the accomplishments that I've made about two paragraphs realistically then after that. Mhm. Okay. Actually it's a little less uh the whole thing is the biography, the bio biography, all of its about yourself and your accomplishments. So I got to make sure I I could give you guys this realistically so you can think about is I'm talking to you because I can't visually show you in this format. And that leads me to actually I can. And safety consultant dot Tv. That's one of the reasons I switched to where I started doing safety consultant tv is because not only do I get the opportunity to show you physically, you know, not only show you physically some of the things but you'll also be able to, you'll see it, you'll hear it and then you can download the material. So you've got all three things at odds with the safety consultant tv. So I'm going to have to explain this part since you can't see it. Like if you were in the safety consultant tv. So first part give your really highlights stuff, the quick stuff about credential credentialing. That's how we're going to see that. Right? So here's the first paragraph of my personal bio to show you a good example of what they mean by the credentialing. Sheldon Prime is a certified occupational safety specialist with the Masters of Public Administration with a concentration of environmental policies. He has been in the environmental and occupational field since 1994. Additionally, he is a trainer for the certified occupational safety managers certified occupational safety specialist program. And he has offered authored Excuse me. And he is the author of seven steps of starting a profitable safety consulting business and the host of the safety consultant which held in primary podcast. That's my first sentence. It's telling you that now and it's telling you the credentials. So those are two good things. Uh second paragraph, I'm actually going the same way the same route is leading towards credentialing and then what have I done? So I listed a bunch of places where I've done either webinars or seminars. And then I also listed a bunch of places and people that I am subject matter expert for. Uh you know where I write the horses. If I have not mentioned it lately, I have been doing a lot of that writing. So I either right or review some of the online courses from many, many, many, many different countries companies. So therefore put that in there. And then at the very end I give all the conferences and clients that I've had, that I've done and then I have a little section of testimonials and then that's it really, that is the way that I have structured the long proposal. In some cases I've actually added where I could have a signature and someone will just sign right on it and will give me the signature. So those are awesome too. Um, there's something out there called dynamic proposals. I use a system and with the one that I use, I can actually put in the number and it's almost like it's an Excel spreadsheet format. So whenever I put in the number for line item, you know, do the line item one, let's say it's um 10 hour course and they want me to do two of these. So I'll do too and they will give the price. So when I change the number, it will change the line item price automatically. And it's not just me, it's also the client can do this. So let's say you do offer ala carte services, you could do something like that and just say I want just this and that is that. And then your client could pick what they want without having to work and call you and negotiate and all that. It's already in the contract. You gave him that feature. So that's a dynamic contract. There's a few of them out there. Uh Another thing I'll throw at you is um I do have a Business accelerator program that does have a dynamic contract feature to it. If you're interested, then just shoot me an email shelling at Sheldon Promise dot com. But if you want to get a free copy of my proposals, go to Sheldon Promise dot com backslash proposal, Sheldon Primus dot com backslash proposal. And you'll be able to get a free proposal for you to use as a template. So, this is in Microsoft word version, so you can manipulate and put your data in and I just can't my proposal up there, and I have it so you can see what to do with it. And then you just go ahead and copy and paste your information in there. So just go to show the primary dot com backslash proposals and you could get yourself the copy. All right, we had some fun. This is really good. Good, good, good, good topic. I haven't done it so long. So, I truly want to make sure that I took the opportunity to cover proposals because it's my deep, deep, deep hope that all you are starting to write proposals again and business is starting to take it up, turn and Starting to shake off COVID 19. So truly, I'm happy and I want you guys to be there with me. So wonderful. Have yourself an incredible week. Go get him. This episode has been powered by safety. FM. The views and opinions expressed on this podcast or broadcast are those of the host of its guests and do not necessarily reflect the official policy or position of the company. Examples of analysis discussed within the past hour are only examples. They should not be utilized in the real world. The only solution available as they are based on very limited and dated open source information, assumptions made within this analysis are not reflective of the position of the company. No part of this podcast or broadcast may be reproduced, stored with retrieval system or transmitted in any form or by any means mechanical, electronic recording or otherwise, without prior written permission of the creator of the podcast or broadcast, Sheldon brian knows. Mhm. Uh huh. Mhm. Mhm.