that I bought the Proposal Pack. The reaction from my existing clients has been great! They are very impressed with how detailed and professional my new business proposals are."
August 20xx Cynthia Maxton CEO Kalista Media Management 927 Loupe Drive Los Angeles CA Dear Ms. Maxton We know that Kalista Media Management handles media campaigns for hundreds of important people and products each year. That's huge undertaking especially when you work with wide variety of media partners around the world.
Did you know that your work process could be made more efficient by using project management software. Overvue 1000 was designed for company just like yours with the need to handle multiple projects collaborate with dozens of parties in differing time zones and track budgets and schedules. Please have look at our enclosed proposal. We think you'll see how you can use Overvue 1000 to streamline your management processes provide greater job satisfaction for your employees and amaze your clients by handling complicated schedules with ease. Overvue 1000 can cut the time all team members spend on each project thus freeing your company to take on more clients and rise even higher on the ladder of success. Sincerely Alexis Williams Client Outreach Joyal Software Incorporated 555 555 5555 alexis@JoyalSoftwareInc.com www.JoyalSoftwareInc.com
Joyal Software Inc. 8100 March Blvd Chicago IL Phone. 555 555 5555 Fax. 555 555 5556 www.JoyalSoftwareInc.com Proposal to Streamline Kalista Media Management's Workflow with Overvue 1000 Project Management Software
August 20xx Prepared for. Cynthia Maxton CEO Kalista Media Management Prepared by. Alexis Williams Client Outreach Joyal Software Inc. Kalista Media Management can be more efficient and more successful by using Overvue 1000 our award winning project management software. Proposal Number. 324 Needs Assessment Goals and Objectives Methodology
Evaluation Qualifications Joyal Software has identified the following needs within Kalista Media Management. Kalista Media Management oversees projects of all sizes. Some projects involve only few parties and short time frame such as putting together few radio ads for client over six week time frame. Other projects may be more complex such as major media campaign for candidate which can last for more than year and include all forms of media. Advertising revenue has declined in recent years and this means you must take on more clients with smaller budgets to maintain your current position in the market. Using efficient project management software such as Overvue 1000 can help you do more with the same resources. Like most companies using non dedicated software to do project management you employ online calendars and spreadsheets and write lot of memos and conduct continuous meetings to keep all your staff informed and on track. Now imagine that you can assign all involved employees to your project and all of them can view the same schedule and make adjustments and comments as needed from their desks. The project manager can be instantly notified of the change check the effect on the overall schedule and either approve it instantly or sit down with that particular employee to work out the issue. No long group discussions in which no actual work is completed. Your employees will be free to accomplish real tasks not just discuss the changes of the week. This all leads to more efficient project management which leads to the ability to take on more clients and glean more profits. Need. Kalista Media Management needs project management software solution to make their workflow more efficient and enable them to grow their client base. Solution. Joyal Software's award winning project management software package Overvue 1000 will allow everyone assigned to project to share information and view and update project schedule while allowing managers to oversee the process. With Overvue 1000 every employee works more efficiently.
Studies. See Software Solutions Magazine vol. Can Project Management Software Really Help. This documents study that tracked the processes of four different companies before and after adopting Overvue 1000. Each experienced an efficiency gain of at least 40%. Overvue 1000 is packed with all the features you need to efficiently manage multiple products merged into one easy to use interface. Overvue 1000 includes. The bulletin board – This is what we call the file storage and collaboration area of the product. Team members can post messages and comments and store and link to diagrams PDFs spreadsheets photos videos—you name it. This facilitates communication and collaboration. The project manager controls access to different parts of the bulletin board. See the Communication and Collaboration pages for more information. The schedule and calendar – Managing the schedule is probably the most important job the project manager has to do. In Overvue 1000 any assigned team member can view the schedule but only those approved by the manager can adjust it. When one date is changed the schedule automatically adjusts. The schedule can also be viewed and printed in traditional weekly or monthly block format. See the Scheduling and Calendar pages for more information. Cost management and invoicing – As well as responsible parties and timelines expected costs can be assigned to tasks for easy comparison with real costs and periodic invoicing. At any time manager can see where the project is in terms of the budget. See the Accounting page for more information. Library of common tasks – Most organizations repeat many of the same tasks from project to project. In Overvue 1000 once you define task by personnel required time to complete and dependencies you can save that definition to use over and over again. So the longer you use Overvue 1000 the easier it is to set up new project. Reporting function with template library –Overvue 1000's reporting function is linked to the schedule bulletin board and cost management functions so it's easy to generate standard reports charts and spreadsheets. You can use our pre designed templates or create your own. See the Reporting page for more information. Secure access controls and change tracking –Overvue 1000 puts the project manager or management team in the driver's seat. The manager controls which portions of the data and schedule any team member may access as well as who can make changes to the schedule. Each post comment file access and change is tracked within the system keeping constant trail of who did what.
A major feature of Overvue 1000 is its scheduling component. It's easy to get started Identify each task you need to do how long it typically takes to complete and its dependencies. Block out times on the calendar when work cannot be dedicated to that project—holidays weekends time committed to other assignments etc. When your task list is complete and your calendar dates have been reserved plug in the start date for your project and Overvue 1000 generates project schedule for you. Assign team members to tasks. Then share your preliminary schedule with your team members and collect their feedback online. It's easy to update You decide who can view and adjust your project schedule. Adjustments to times for task completion or start dates of tasks will automatically adjust the entire schedule for everyone to see. Links to email and calendar
The schedule function can automatically remind team members via email of the deadlines for their assigned tasks. Every time the schedule is updated all team members will be informed. The schedule can viewed in traditional calendar format with important events noted in date squares or in running timeline chart with important events marked at intervals. Use the same task definitions over and over again Odds are that you repeat many of the same tasks for each project. After you have task defined in Overvue 1000 you can plug that task into any new project. So project management gets easier the longer you use Overvue 1000. We know that Kalista Media Management needs to collaborate with multiple parties around the globe. Depending on the type and scope of project you are handling you may deal with television stations radio stations newspapers magazines and internet communication experts in multiple countries. This means you need to share lot of information with multiple parties in different time zones. And you may not want each party to have access to the same information that you share with others. The need to guard proprietary information but still communicate and keep multiple parties on track can make project management stressful experience. Overvue 1000 allows project manager or management team to partition central access area we call this our online "bulletin board" into different sections and control access to each. You can allow your project partners to see the overall schedule and information for project or confine them to just their particular section. So it's easy to specify that the German television station has access to Photos through but not to Press Releases and while allowing your Australian partners access to all. Let's look at couple of hypothetical examples of how collaboration could work if Kalista Media Management uses Overvue 1000. Collaboration between Kalista Media Management Los Angeles CA and British News Today London England.
Kalista is the project manager for politician author setting up series of interviews that will appear in newspapers throughout the UK as part of global media campaign for book release. British News Today is interested in covering news about U.S. political issues. The typical work days of Kalista and British News Today overlap for only an hour or two making collaboration difficult. This collaboration might begin with friendly phone call but after verbal statement of interest has been expressed all arrangements ideas and information sharing could be done through Overvue 1000. That way parties in all time zones—including the client the politician author who travels almost constantly—can easily communicate at convenient times for them and securely share contracts and sensitive information. The resulting newspaper articles could also be stored on Overvue 1000 for reference by other parties involved in future parts of the project. Collaboration between Kalista Media Management Los Angeles CA and NYC Channels New York City. Kalista is the project manager for company releasing major new technology product setting up series of television ads that will appear at various times on channels owned by NYC Channels in the northeastern part of the United States. Programmers at NYC Channels will need to access promotional materials at different times of day on multiple days and Kalista will need to track responses to ads on an associated website. After setting up the basic 'handshake' arrangement all contracts and even finished video ads can be passed back and forth using Overvue 1000. The project manager can note the ads on the project schedule and track "hits" and orders on the client's website posting results that all parties can access to determine whether ads have been effective. We know that you need to collaborate creatively with multiple parties in multiple time zones. You need to have access to information from all parties in time frame that's convenient for you and securely stored away from unauthorized access. Overvue 1000 allows you to do all that. No more a.m. conference calls or blurred faxes waiting on central fax machine for pickup. With Overvue 1000 all you need to effectively manage your project is in one secure place. We know that communication is the most important aspect of project management. That's why Overvue 1000 makes it so easy to post messages links to websites photos blueprints and videos. It's as easy to share your ideas and comments as it is to use email. Every item associated with project is stored in one location for safekeeping and sharing. The project manager can partition Overvue 1000's bulletin board into multiple categories and control who can read and post in each category. When new post or comment is made Overvue 1000 can send email to team members so they'll know right away what's happening on their project. Each posting is clearly identified with name date and time so anyone can easily track the flow of communication and decisions. This is especially helpful when team members must be absent for few days and need to quickly rejoin the conversation.