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Get Help From Finance On Proposals For Funding Facility Projects




February 26, 2014 - Facilities Management

Today's tip from Building Operating Management: Get help from the finance department when preparing a proposal for funding facility projects.

For many facility managers, presenting a funding proposal is the bane of their professional existence. Folks with engineering or operations backgrounds often struggle not just with the soft skills, like public speaking, marketing and campaigning, but also the financial expertise required to construct a proposal in terms that will resonate with those holding the organization's purse strings.

When it comes to actually building the meat and potatoes of the proposal, there's no better idea than to get financial folks to help you with the proposal. That way, your numbers are vetted and in the appropriate form before upper management lays eyes on them.

Regarding the proposal itself, the exact format will depend on the organization, but again, experts suggest a few best practices. The most important thing: Keep it short and sweet. Provide two to three alternatives, e.g., the benefits of the proposal if it is accepted, the risks of doing nothing, and what would happen if the proposal is delayed for a year or two or if a less costly option is chosen.

The problem, solution and benefit to the company should be made clear in the first 90 seconds, says Alan Whitson, president, Corporate Realty, Design & Management Institute.

Use PowerPoint because that's what executives are used to, says Stormy Friday, president of The Friday Group, but dress it up a little. Use photos, or "if you're extraordinarily clever, create a simulation model or things that move and circulate. Anything's better than just a flat presentation."

The actual hard copy of the presentation must be equally short and sweet. "I'd strongly recommend, and this is not easy with people with engineering backgrounds, one page or less and using bullet points," says John Balzer, vice president, facility planning and development for Froedtert Health. "That's the only way the CFO will look at it."

The biggest mistake to make is to assume more data, pages and spiffy charts will help your cause. "Leaders have a nanosecond attention span," says Friday, "So so you can't overwhelm them with blocks of text or charts and graphs that are hard to decipher."

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