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5 Tips - Proposal Management Yoga

proposal management time management Mar 21, 2022
Proposal teams work best when they are flexible and communicate effectively

Flexibility is to Yoga, like Proposal Management success is to preparedness. Despite the global pandemic and budgetary constraints, business continues to move forward. This is especially true in the proposal world as work is being solicited every day. Here are five useful suggestions to succeed in today’s dynamic proposal environment:

1.     Stay current on proposals, amendments and Q&As

Have a “look ahead” plan, keeping track of coming solicitations so you have the right team to pursue them. Once in proposal and capture mode, stay on top of all amendments and Q&A documents so you remain compliant through the bid process.

· Set alerts or follow the specific solicitation for amendments or other changes that may populate while it’s open.

· Create a list of critical issues or topics that you need to follow closely. These include things like key personnel, hours allocations, technical task updates, and anything that would affect your eligibility to bid.

· Q&As are a great way to find the answer to unmet needs while writing your response; don’t miss these incredible resources.

2. Communicate. Communicate. Communicate.

Communicate effectively and often with your team to ensure everyone is on the same page regarding compliance, the technical and the management approaches.

· Problems don’t age like wine. If you identify a challenge, communicate with the team immediately.

· Don’t forget to include your updated organizational chart and verify the hours for full time employees within the proposal.

· Scrub your entire response to align the document into one cohesive piece. Overlooking areas or under-communicating can open your team up to non-compliance.

3. Set realistic expectations and goals

Microsoft Project may say that 10 people can complete a proposal response in one day; but good luck making that happen.

· Communicate effectively and host or set meetings as needed; however, be reasonable with the expectations for your team.

· Know how your team works best – if one meeting or one email will do, simplify the process for your team so they aren’t bogged down by varying expectations.

· Be reasonable about your timeline. If an extension is given be sure to use that time wisely such as with another review to confirm your themes and strategies are aligned.

4. Be flexible!

The proposal lifecycle is constantly changing so remaining flexible will help you and your team deliver the best response. Keep in mind that every team flexes differently to get their responses together. Know your team and where you can flex so you can deliver the best product. Flexibility may look like:

· Adjusting your schedule

· Holding more standup or daily meetings to touch base with your team

· Reevaluating your strategy, staffing or management approaches 

·      Reassigning proposal responsibilities as needed 

5. Constantly assess your strengths and capabilities; and those of your team.

As a Proposal Manager it’s important to know your individual strengths as well as those of your team. This will help you focus your assets better, and identify the gaps you may need to shore up. If you are limited by your available staff or their skills, don’t hesitate to ask for help from another proposal manager, or hire a subcontractor to manage the workload.

Staying on top of your proposal support plan doesn’t have to be as challenging as a 1-hour yoga session. Stay current on the changes of the solicitation, communicate clearly and effectively, leverage your team in an efficient manner, and call for outside resources like Trident Proposal Services who can help you succeed every time!

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