Need Help Finalizing My Proposal for Office Renovation: Seeking Your Advice and Insights

Hi, I'm Simsarul. I would like to give a proposal to the administration team of my company for the renovation of our department.

Main Changes Required

- 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

Proposal Justification and Efficiency Improvement

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:

- Who are your internal and external customers?
- What is the turnaround time to service those internal/external customers?
- What is the process mapping of the department? Which processes take an unnecessarily long time?
- Is it feasible to eliminate personal visits/telephone calls of the customers by sending them alerts through SMS, e-mail, and so on?
- By what percentage do you expect the efficiency of your department to increase?
- What infrastructure is needed to augment the efficiency (mention point-by-point requirements of resources)?
- What infrastructure is needed to improve the image of the company?
- What is the scope of automation to reduce dependence on manual labor?
- 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?
- What is the estimated capital expenditure and recurring expenditure to give a facelift to your department?
- 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!

Regards,
Dinesh Divekar

Valuable Tips for Proposal Inclusion

Valuable tips for inclusion in your formal proposal have been given by Shri Dinesh. I would also add, please include a detailed reason for why you need the changes and how they impact office working. Explain how these changes will increase office efficiency.

Proposal for Increasing Manpower

A proposal for increasing manpower is a recurring expenditure; it will really have to be justified in terms of need, financial viability, and the 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.

Considerations for Departmental Changes

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.

Regards