Problems
The internal proposal is a memo that you as a member of an organization (of any type) write to a superior proposing a solution to a problem. First, then, you need to examine the various organizations in which you are involved and think of what is wrong with them or what could be done better. You may also choose an organization you used to be a member of that had some problems.  You may act as if you still are a part of the organization and as if the problem is current even though the situation has passed.

A "problem" need not be a disastrous situation; any area of the organization that could be improved can be regarded as a problem area. But not just any problem will do. The problem must not be too large--so large that only the highest officers in the organization would be qualified to address it. Also, the problem cannot be too small--so small that a proposal of just a few lines would suffice. (The internal proposal must be at least a two-page memo.) For example, if you want an organization to invest hundreds of thousands of dollars to upgrade its computer systems, then a two-page memo will not do the trick. When you want to initiate major capital expenditures, you first ask superiors to study a problem before proposing anything. On the other hand, if a solution is obvious and inexpensive--like a new coffee maker to replace the old one that just quit--then a two-page memo is overkill.

Causes of Problems
Once you have identified a problem, consider as well the causes of the problem, since it is the causes that your solution should eliminate. For example, if dwindling attendance at chapter meetings is the problem, various causes could be to blame--morale, communication, conflicts with other events, and so on. The cause of the problem should determine the solution you propose. If you cannot remedy the causes of a problem, then you have no proposal to make.

Examples
Possible problems and solutions are many; most do not involve large expenditures. Here are just a very few examples:

• in order to eliminate a problem with intercom etiquette, an employee proposed that a seminar be held instructing all employees in how to use the new intercom system and that a list of guidelines be created;
• in order to provide battered women with the opportunity to store some of their belongings during their stay at a women's shelter, an employee proposed that a storage shed be constructed in the back yard of the shelter;
• in order to eliminate confusion and hard feelings concerning holidays, personal days, and sick days at a company, an employee proposed that the company's policy be published and distributed to all employees;
• in order to eliminate potentially dangerous situations in a mining company, an employee proposed that all employees be required to attain a basic level of literacy.

Solutions
All proposals must describe a specific, concrete, and tangible method of solving the problem you identify. If, for example, your organization suffers from poor morale, you must propose something more than the idea that employees need to exhibit a happier, perkier attitude. Instead, you must propose a program or policy or change of methods that will result in a better attitude. In addition, most proposals need to be at least minimally researched: the cost of products sometimes needs to be determined, for example, or certain statistics showing that your problem exists might need to be gathered and presented.

Here is an overview of the proposal topic memo in terms of SCAMP:

• Style: The purpose of this memo is to get the instructor's permission to go ahead with your idea for the proposal, so you want to impress your audience that you know what you are doing and can do a good job on the assignment. In other words, be fairly formal and direct.

• Chunking: Remember to start the message with the four audience-centered elements of a good business writing introduction: purpose, context, good will, and overview of what is to come. Break down the message into chunks with heads that correspond to the main parts of your message.  I would expect sections like this: Organization, Position, Problem, Cause, Solution, and Superior, Cost, Research.

  Memos are headed with the standard TO, FROM, DATE, and SUBJECT; check the pages in Kolin for memo format.

• Audience: Your audience is the instructor; when you write the proposal, your audience will be your superior in an organization. For now, however, your audience is someone who probably does not know anything about your organization, your position in the organization, the problem you see, the solution that might fix the problem, etc. So be sure to keep the information needs of your audience in mind: describe the subject fully to me. The audience is also wanting to be persuaded that you will do a good job with this topic.

• Message: Describe in different sections the various parts of your proposal topic. Here are the subjects you want to cover:
  1. the organization in which you are involved or were involved;
  2. your position in the organization;
  3. the problem you have identified for which you think you have a solution;
  4. the specific, concrete, tangible solution to the problem you have identified;
  5. the audience for the proposal, that is, your superior in the organization;
  6. any ancillary topics that might occur to the instructor, such as cost and the time you think it might take to implement the proposal.
  7. research you will have to do in order to make the proposal.

• Purpose: Your purpose is to obtain permission to proceed with your internal proposal topic.