How to Create an Effective Business Proposal Presentation: Top Tips for Success

Written by Vanja Maganjic


Creating an engaging business proposal and presenting it in front of your potential clients might sound like a difficult task. Knowing what to focus on, how to organize the meeting and shape your approach shouldn’t stress you out.

With our comprehensive guide, you’ll see how easy it can be to create a winning proposal. We’ll also give you tips on how to build confidence in your presenting skills and nail every public speaking event, be it around your proposal or not. 

In this article, we’ll cover the proposal presentation creation process, how to best automate it and give you other tips on how to engage your audience. 

Create a great business proposal

Whatever your topic may be, the starting process is the same – research. You need to conduct thorough research into your topic, and your audience as well. 

The questions you need answered are:

  • What problem are your clients facing?
  • What are your client’s goals?
  • How would they like you to go about helping them achieve those goals?
  • Have your clients ever worked with any of your competitors before?
  • How much budget can they allocate for this project?
  • When do they expect to see results?

Once you conduct your research, you can start creating a proposal presentation. In order to speed up your proposal creation process, you’ll want to look into automation software. 

Better Proposals offers a variety of prewritten proposal templates that you can easily customize to your needs. This means that you won’t have to create your presentation from scratch. 

prewritten proposal

With our beautifully designed templates, you’ll have no problem showing your solution and the benefits you’ll bring to your clients in a way that’s easy to understand for everyone. 

How to structure your presentation

Start with a short introduction. The point of your presentation introduction is to ease your clients in by explaining to them that you’ve listened and understood their issues. They will want to hear about your process and how you’ll help them achieve their goals so make sure you’re not talking too much about yourself and your company. 

Once you’ve created your introduction, it’s time to focus on your process and timescales. This is the time to go into further detail and explain exactly which steps you’re going to take in order to help your client. However, make sure that you’re keeping it easy to understand. 

Your clients won’t have the same technical knowledge as you do, so make sure to explain everything in simple terms. As important as it is to talk about your process, it’s even more important to showcase the benefits. 

That’s how you sell your services – by talking about tangle results. If you’re providing website building, explain how it will lead to increased sales and market share. 

If you’re working with a team, make sure to explain what each member will be working on a week to week basis. 

Once you’ve presented your solution, it’s time to get to the price. If you already know your client’s budget, it will be easy for you to come up with a number. But that’s not all, the way you present your price is also very important. 

Make sure you’re not using the word price and try using words like investment and ROI instead. It will make your proposal stand out and won’t cheapen your offer. Moreover, it’s important to present your price as a single number. 

If you present a few different tiered price points, it will confuse your clients. They won’t know which package to choose, since they are looking to you to explain which steps are needed in order to help them achieve their goals. 

Don’t use your presentation to try and upsell your clients. That should be done once you’ve created a relationship with them and created some results with your solution. 

Add a great case study 

Once you’ve presented your solution and price, it might be a good idea to quickly present a few case studies. They will show how you helped a client in a similar position before. It will be a good way to win over the audience, especially if you think you’ve lost them after presenting your price.

A third-party’s quote about your company will build your credibility. Furthermore, it gives you the opportunity to present the benefits your clients experienced from working with you, as well as how quickly they reached ROI. 

case study

Better Proposals’ templates come with a prewrite structure for case studies. We know what the clients want to see and hear, which is why we make sure to provide a visually pleasing layout. 

There is no need to go into detail on how much trouble your client was in before they started working with you. Nor should you talk about the process employed to help them achieve results. In most cases, this will be similar to the process you’ve already presented to the client, so don’t repeat yourself. 

Instead, focus on the results. By this we mean:

  • The benefits the client experienced since working with you. Explain a few details – do they have more time now, have they managed to focus on other parts of their business and more?
  • What short and long term goals did you help them achieve?
  • When did they achieve ROI?
  • A quote from the previous client.

Case studies are a powerful strategy that can help you win deals and secure more revenue. 

How to end your proposal presentation

After that, make sure to outline the next steps as well as present your guarantee and terms and conditions. 

It might sound silly, but including a clear call to action is very important. Since you’ve already created a great proposal presentation, it would be a shame not to state what needs to happen next. 

Does your client need to send any materials, do they need to pay the first fee, is there a need for a team meeting?

Whatever needs to be done, lay it out in order to make it easy for everyone to understand. 

In the guarantee section, present what you could offer the client if anything goes wrong. A popular example would be to promise a free product or service if you don’t provide them with a finished product in the agreed-upon time frame. 

Personalize your proposal for the specific audience

While you’re creating your proposal presentation, you need to keep in mind who your audience is. You need to know their needs, wants, lifestyles and behaviour. However, not only do you need to know your audience, but their audience as well. 

Who are they selling their products and services to? Firstly, distinguish between a B2B, B2C and a combination of those two types of companies. After that look for any reports that focus on their industry. If you’re selling medical equipment, find out all you can about hospitals, private clinics and any upcoming trends in the market. 

You need to be able to confidently present your proposal and that confidence will come from the amount of research you conduct. 

Analyze the previous efforts your client’s company has made in order to solve the problem. If you could explain to them why it didn’t work, it would further demonstrate your expertise and that you’re the perfect person for the job. 

When using Better Proposals, you can make sure you’ll never address your clients by the wrong name. With our custom merge tags, you can name your clients, their company and brand and automatically personalize your proposals. 

That way, even if you’re recycling your proposal presentations, you can rest assured knowing you didn’t leave the names of your previous clients. 

Send out the proposal before the presentation 

It’s a good idea to send out your presentation before the meeting. 

There are three reasons for that: 

  • It will give your clients enough information to think about any questions they might have.
  • You can utilize proposal analytics to see exactly what your clients are interested in and shape your approach accordingly.
  • If your clients agree to your terms, they can sign them then and there using the digital signature option.

Better Proposals offers a great feature called proposal analytics. They show you when your proposals were opened, by who, if they were forwarded, signed and paid. 

You will also receive notifications via email for every action your client takes. Moreover, you’ll know exactly how much time did they spend on each of the chapters. 

This type of insight will help you understand which parts of your presentation to focus more on in the meeting. Did your client jump straight to the price or did they read every section? Once you analyze their actions, you’ll have a different perspective on your presentation. 

Focus on the problem you’re solving, not your offer

Don’t underestimate the power of benefits and value you can bring to your clients. That’s what they’re most interested in. We know that it’s tempting to focus on your offer and go into great detail about how you’re the best person for the job based on your price, approach, quality of work and more. 

As important as that is, make sure your primary focus is on the problem you’re going to solve and the benefits you’ll bring them. 

Your clients won’t be that interested in your features and other technical details. They want to hear what their future will look like if they start a business relationship with you. For example, if you’re selling a meal prep kit, it would make more sense to highlight benefits like – freeing up time in your customers’ days, offering a variety of meal plans and more. 

how to present benefits in your proposal presentation
Source: HelloFresh

Talking about the technical aspects of your business would only be interesting to potential investors or employees. That’s why it’s important to focus on the value you’re bringing to the client. 

Arrive early in a neutral setting

The last tip we have for you is to meet the client in a neutral setting. Most of the time the client will want you to come to their office. Even though you’d want to accommodate your clients, meeting them in their office might be detrimental to your deal. 

Their office is a place with a lot of distractions. Anyone can walk in and ask for input on their own work, there are deliveries going on and the phones ringing off the hook. Offices are not known as quiet places and that is why you’d want to move the meeting to a more neutral setting. 

Our advice is to choose a hotel lobby. They are usually quiet during the workday, making them the perfect setting for a business meeting. 

It’s also important to come early. That way you can choose the perfect table, order a drink (nothing alcoholic though) and relax. If you get nervous about presenting, arriving early will help you set up and focus. 

Further tips we have for anyone presenting are: 

  • Rehearse your presentation in front of your colleagues.
  • Plan out your pauses and the points you’ll highlight.
  • Make sure to connect with your audience, don’t just look at your materials.
  • Think about the possible questions they can ask you in advance so that you can prepare answers.

If you win a deal right after the presentation, you’re already in the right place to celebrate. Once everything is done, you can seal the deal with a drink or two. 

Conclusion

The first rule of presentations is – to prepare. The more time and effort you put into your presentation, the more confidence you’ll have in your presenting skills. With our actionable guide, you’ll quickly be able to create a beautifully designed presentation that will help you win the deal. 

Make sure you start any proposal presentation with thorough research into your potential clients. You’ll have to know the answers to all your questions about the way you would implement your solution before you start writing the proposal. 

If you use Better Proposals, you’ll love how quickly and easily you can create a document that is easy to get through and engaging. Sign up for a free trial today and find out for yourself how much our platform can help you in the proposal process. 

About Vanja Maganjic

Vanja Maganjić is an experienced writer with a unique passion for creating content that helps brands connect with their customers. She believes in brands that stand up to the man and thinks that storytelling is an essential part of what makes us human. Her long term goal is to become the cool auntie that gives out family-sized Kit Kats on Halloween.
Categories: Proposal Writing Tips