Proposal Graphics Process

Did you know that the brain can process graphics that the eye sees in mere milliseconds? Graphics stay in the readers minds’ eye for much longer than even the most exciting text. A “good” graphic can quickly communicate a need, easily present a convoluted topic, or function as a springboard for discussion. It turns out a proposal graphic is worth a million dollars, sometimes literally. Our team has developed a few best practices for graphics. Below, we provide some inspired guidance along with two real-life examples of the process. Our focus here is not on data-oriented graphics but rather on conceptual graphics that help you tell your story and convince your reader.

1. CONCEPTUALIZE

• You should always create an outline of your proposal based on sponsor requirements (formatting and content). The outline can be extended into a storyboard, where you can map where headers, content, and graphics are placed on the page. Graphics must adhere to formatting requirements.
• Attempt to design your proposal draft with a figure on at least every other page. Brainstorm what graphics would enhance your message in the text. We find that overview graphics are hard to make, but are often excellent guides for the first page of a proposal.
• Consider the size of the graphic on the page. The more complicated your graphic, the more page real estate it will require to be useful. You can likely save text in the long run, so splurge on space. The smaller a graphic, the more efficient and accessible the message must be.
• Graphics must be designed with a purpose. Examples include timelines and Gantt charts, process or sequential activities, synergy or collaboration, etc. Determine your purpose. This resource can help.

2. PREPARE

• Write out the primary, solitary, and concise message of your graphic.
• Find an example graphic or draw one out. Use resources (e.g., the internet) to consider graphic styles and organization.
• Use common software like PowerPoint or Illustrator to create a more professional look.
• Consider color patterning and the use of icons to replace text whenever possible.
• Incorporate common design principles. Review Vince Alrich’s presentation for these rules.
• Workshop the graphic with others in silence. See if your reader can state your message. Iterate.
• Move all explanatory text to the figure legend. Start the legend with an “action caption” that reflects the key message of your graphic.
• If you are fortunate to have a graphic designer, start working with them at this point.

3. PLACE

1. Save your graphics in .jpg or .png at 300dpi or insert them as PDF.
2. Place your graphics into your proposal near (or just after) their mention.
3. Always add a legend that is compliant to sponsor requirements and compelling to the reader, restating your key message in an active voice.