Improvement Proposal Writing for Beginners: Compare Now and After in Numbers

Team & People

Improvement Proposal Writing for Beginners: Compare Now and After in Numbers

An improvement proposal template for beginners, for anyone submitting a first workplace suggestion before the monthly deadline. On page 1, list pain points from three angles (slow, error-prone, double work) and tally how often and how big. On page 2, place them in four boxes, pick one, and detail it with 5W1H. On page 3, draft three ideas and compare now and after in time, count, errors, cost and effort. On page 4, write a five-step proposal and set who tests and reports, and by when. The task board has five columns from Writing it down to Reported, with 4 parent tasks and 3 subtasks each. The hard part is showing the effect. If you do not know today's number, count for one week and convert it to a monthly figure. Writing before and after side by side, such as 200 minutes a month down to 40, makes the effect clear. A limited-visibility team of 4 to 6 members can also share one proposal each.

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improvement proposal how to write a proposal workplace suggestion 5W1H for beginners
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① Proposal Basics (Start Here) ② Slow ③ Error-Prone ④ Double Work ⑤ Pain Point Table (Copy From ② to ④) ⑥ Place the Pain Points From ⑤ in Fou... Hurts a lot x rare Hurts a lot x frequent Hurts a little x rare Hurts a little x frequent ⑧ Idea 1 (Based on ⑦) ⑨ Idea 2 ⑩ Idea 3 ⑪ Compare Now and After in Numbers (C... ⑫ Put the Numbers From ⑪ Into the Fiv... ⑬ Trial and Report Jobs (Owners and D... ⑭ Where the Numbers Come From ⑮ Cost ⑯ Trial Period Improvement Propo... How to use (4 pag... Effect and target... Rules, owners, de... Pain points Ideas and lessons 1/4 List your pain po... Ctrl+F / ⌘F : 2/4... → 2/4 2/4 Pick one and dig in ↙ 3/4 Target taske.g. Making and sending the month-end invoices(Pick a task your group does regularly) Deadline and where to submite.g. By the 25th of each month, to the section chiefDeadline: __/__ / Submit to: ____ Proposal formate.g. One A4 sheet, the workplace proposal form(If there is a set form, have it ready first) e.g. Retyping the invoice address by hand every time e.g. Searching the shared folder for last month's file takes time Write the "waiting time" down as a pain point too e.g. Mistyped a company name in the address and had to resend e.g. Got the digits wrong when copying an amount If you know the date and number of times, write them too e.g. Writing the same content in both the spreadsheet and on paper e.g. Calling the same person twice to confirm Make the task the subject, not a person In which task Times a month How much it hurts... Pain point A e.g. Retyping invoice addresses e.g. 40 times a month e.g. Takes 5 minutes each Pain point B e.g. Searching for last month's file e.g. 4 times a month e.g. Takes 10 minutes each Pain point C e.g. Copying amounts e.g. 40 times a month e.g. About 1 digit error a month Pain point D e.g. Double entry in spreadsheet and on paper e.g. 20 times a month e.g. Takes 3 minutes each 縦軸: How much it h... Recount for one week before deciding. e.g. Searching for last month's file, 4 times a month Pick one proposal from here this time. e.g. Retyping addresses, 40 times a month Skip it this time. Write it down and look again next month. e.g. Tidying the shelf, once a month Fix quick ones on the spot. e.g. Double entry in spreadsheet and on paper ⑦ Detail the One ... The pain point chosen in ⑥… Whatthe task e.g. Typing the invoice address (company, department, contact name) Whythe cause e.g. The customer list and the invoice form are not connected Whoby whom e.g. Three people in the group take turns Whentiming e.g. Before the deadline, from the 20th to the 24th each month Whereplace e.g. The invoice form file in the shared folder Howmethod e.g. Typing one by one while looking at the customer list 3/4 Compare now and a... → 4/4 4/4 Write up and submit e.g. Fill in addresses from the customer list automatically Write the change as an action, like "do ..." Write whether the tools you have are enough e.g. Save frequent recipients' addresses in the form Write the change as an action, like "do ..." Write whether the tools you have are enough e.g. Split the person who types from the person who checks Write the change as an action, like "do ..." Write whether the tools you have are enough Now After Gap Time e.g. 200 minutes a month (5 min x 40 times) e.g. 40 minutes a month (1 min x 40 times) e.g. 160 minutes less a month Count e.g. Typing by hand 40 times a month e.g. Typing by hand 0 times a month e.g. 40 times fewer a month Errors e.g. 2 address mistakes a month e.g. Aim for 0 a month e.g. 2 fewer a month Cost e.g. $0 e.g. $0 (use the spreadsheet we already have) e.g. No increase Effort e.g. Keep the customer list open and compare one by one e.g. Update the customer list once a month (10 min) e.g. 10 more minutes of preparation a month Current stateWhich task, and how it is done nowe.g. Typing invoice addresses by hand 40 times a month ProblemWhat hurts, in numberse.g. It takes 200 minutes a month, with 2 mistakes a month IdeaWhat to change and howe.g. Fill in addresses from the customer list automatically EffectPut now and after side by sidee.g. 200 min to 40 min a month, mistakes 2 to 0 a month What is neededMoney, tools, time, helpe.g. $0. Updating the customer list takes 10 min a month What to do Owner Deadline Prepare to try e.g. Connect the customer list and the form Owner: ____ e.g. By 11/5 Try e.g. Make invoices the new way for 2 weeks Owner: ____ e.g. By 11/19 Report e.g. Add the results to the table in ⑪ and report to the section chief Owner: ____ e.g. By 11/25 e.g. 5 minutes each is the average of 3 jobs timed with a phone timer For counts, write the record or the period you counted Add "estimate" next to numbers that are guesses e.g. $0. Checked that the cost in ⑪ and the "what is needed" in ⑫ match If it costs money, write the amount and whose approval you need Even at $0, write the time it takes. e.g. 10 min a month to update the customer list e.g. 2 weeks, 11/6 to 11/19. Checked it matches the deadline for "Try" in ⑬ Decide when to stop partway too e.g. Go back to the old way if mistakes increase → 2/4 Pick one and dig in ↙ 3/4 Compare now and a... → 4/4 Write up and submit
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Task board contents

Writing it down 16 items

List pain points
Pick one and dig in
Compare in numbers
Write up and submit
Check the basics
Write from 3 angles
Tally count and size
Place in 4 boxes
Pick one to propose
Detail it with 5W1H
Draft 3 ideas
Measure the present
Estimate the after
Use the 5 steps
Set owners and dates
Final check

Comparing 0 items

Drafting the proposal 0 items

Submitted and trying 0 items

Reported 0 items

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