Hi, I'm Simsarul. I would like to give a proposal to the administration team of my company for the renovation of our department.
The main changes required are:
- Individual cabins for typists.
- Wide office space.
- Bulk copier machine.
- Additional typists, 7 more.
- Office boys, 2 more.
- Receptionists, 4 more.
- Manual typists, 1 more.
- Individual system units instead of server sharing.
- Ejari services.
- Customer waiting area.
- Token system for customers.
Could anyone please help me to finalize this proposal?
Thanks and regards,
Simsarul Hack
From India, Delhi
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The main changes required are:
- Individual cabins for typists.
- Wide office space.
- Bulk copier machine.
- Additional typists, 7 more.
- Office boys, 2 more.
- Receptionists, 4 more.
- Manual typists, 1 more.
- Individual system units instead of server sharing.
- Ejari services.
- Customer waiting area.
- Token system for customers.
Could anyone please help me to finalize this proposal?
Thanks and regards,
Simsarul Hack
From India, Delhi
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Dear Simsarul Hack,
You have provided a list of the resources required for the renovation of your office. However, when submitting a proposal for approval, bosses expect juniors to provide justification as well. Therefore, you need to focus on how to improve the efficiency of the department. First, you need to conduct a study on the following points:
a) Who are your internal and external customers?
b) What is the turnaround time to service those internal/external customers?
c) What is the process mapping of the department? Which processes take unnecessarily long time?
d) Is it feasible to eliminate personal visits/telephone calls of the customers by sending them alerts through SMS, e-mail, and so on?
e) By what percentage do you expect the efficiency of your department to increase?
f) What infrastructure is needed to augment the efficiency (mention point by point requirements of resources)?
g) What infrastructure is needed to improve the image of the company?
h) What is the scope of automation to reduce dependence on manual labor?
i) If the infrastructure is sanctioned, how would you like to measure the increase in efficiency of the department? Who will maintain the MIS, and how will it be maintained?
j) What is the estimated capital expenditure and recurring expenditure to give a facelift to your department?
k) What would be the projected Internal Rate of Return (IRR) for this capital expenditure?
When sending the proposal to the top management, it should be as foolproof as possible to avoid rejection. Therefore, it is important to include the information on the above points.
All the best!
Dinesh Divekar
From India, Bangalore
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8223You have provided a list of the resources required for the renovation of your office. However, when submitting a proposal for approval, bosses expect juniors to provide justification as well. Therefore, you need to focus on how to improve the efficiency of the department. First, you need to conduct a study on the following points:
a) Who are your internal and external customers?
b) What is the turnaround time to service those internal/external customers?
c) What is the process mapping of the department? Which processes take unnecessarily long time?
d) Is it feasible to eliminate personal visits/telephone calls of the customers by sending them alerts through SMS, e-mail, and so on?
e) By what percentage do you expect the efficiency of your department to increase?
f) What infrastructure is needed to augment the efficiency (mention point by point requirements of resources)?
g) What infrastructure is needed to improve the image of the company?
h) What is the scope of automation to reduce dependence on manual labor?
i) If the infrastructure is sanctioned, how would you like to measure the increase in efficiency of the department? Who will maintain the MIS, and how will it be maintained?
j) What is the estimated capital expenditure and recurring expenditure to give a facelift to your department?
k) What would be the projected Internal Rate of Return (IRR) for this capital expenditure?
When sending the proposal to the top management, it should be as foolproof as possible to avoid rejection. Therefore, it is important to include the information on the above points.
All the best!
Dinesh Divekar
From India, Bangalore
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Valuable tips for inclusion in your formal proposal have been given by Shri Dinesh. I would also add, please include a detailed reason of why you need the changes and how it impacts office working. How these changes will increase office efficiency.
Proposal for increasing manpower is a recurring expenditure; they will really have to be justified in terms of need, financial viability, and resulting increase in revenue by these fresh hires. If you are asking for more than 10 fresh hires, a lot of good commercially and operationally viable reasons will have to be submitted. Financial effects will have to be quantified.
One must remember that changes by one department can trigger demands from other departments as well. Probably demands can be put up in a phased manner, instead of a large number of demands at one shot.
From India, Pune
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Proposal for increasing manpower is a recurring expenditure; they will really have to be justified in terms of need, financial viability, and resulting increase in revenue by these fresh hires. If you are asking for more than 10 fresh hires, a lot of good commercially and operationally viable reasons will have to be submitted. Financial effects will have to be quantified.
One must remember that changes by one department can trigger demands from other departments as well. Probably demands can be put up in a phased manner, instead of a large number of demands at one shot.
From India, Pune
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Proposal.doc
Personnel Administration. pdf