1 certification CEUBrad Douglas
EVP Global StrategyDavid Bol
SVP, Business Winning
Tamara BuckmanDirector, Business Winning
www.shipleywins.com
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Poll:What are your top 2
proposal management challenges?
The Five Keys to Effective Proposal Management Managing Communication
Developing and Adhering to a Schedule
Facilitating Kickoff Meetings and Proposal Reviews
Balancing the Interpersonal with Project Management
Understanding and Focusing on Discriminators
Plus, one final key…
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Key OneManaging Communication
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Identify all stakeholders early
Determine best platform for communication
Establish a communication plan
Commit to the plan – don’t deviate
Establish team and individual contributor pattern
Hold team accountable
Watch tone of your communication
Be clear, concise, and correct
Key Two Developing and Adhering to a Schedule
Schedule backwards from submittal date
Reserve contingency time
Maximize parallel tasks
Estimate tasks using realistic standards
Use standard work periods
Plan for production and expect the unexpected
Allow time for reviews and “fixes”
Manage to the schedule
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Scale Activities to Match TimelinesNo such thing as one-size-fits all scheduling
Short, quick-turn proposals (~10 days)
Typical schedules (~30 days)
Extend preparation cycles (~90 days)
Hold team (including management) accountable for schedule and deliverables
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Publish and Update Often
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Key ThreeFacilitating Kickoff Meetings and Quality Reviews
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Identify and invite members earlyOverlap personnel between Pink and Red Teams
Train members in review protocolFurnish review materials in advance
Provide logistical and administrative supportPromote constructive, not destructive, reviews
Adequately staff each teamReview cost volume
Prepare proposal team for review results
Kickoff Meetings Make a Difference
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Kickoff Meeting Checklist
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Every Proposal Review Fits a Timeline
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Customer Milestones
Draft RFP
Final RFP
ProposalsDue Award
PhaseMarket
Segmenta-tion
Long-Term Positioning
Opportunity Assessment
CapturePlanning
Proposal Planning
Proposal Develop-
ment
Post-Submittal Activities
Decision Gates
Marketing/Campaign Interest Pursuit Preliminary
BidBid
ValidationProposal Submittal
FinalOffer
Color Team Reviews
Blue Team
Black Hat
Pink Team
Red Team
Green Team
Gold Team
White Hat
Key Documents
• Multi-yearstrategic plan
• Annual operating plan
• Marketingplan
• Opportun-ity analysis report
• Capture plan
• Capture plan
• Story-boards
• Mockups
• Story-boards
• Mockups• Final draft
proposal
• Proposal revision
• Lessonslearned
• Contract
6543210
Follow a Consistent Process for Each Review
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RESPONDCONDUCTPREPARE
Plan and schedule Identify members Train reviewers Develop in-briefing
Present in-briefing Review individually Discuss as group Report
Debrief staff Support team Distribute products Archive materials Execute and verify
Make reviews comprehensive, positive, and constructive.
Color Team Reviews FAQ Q: Who should be the members of the color teams?
A: People within the organization but external to the BD, capture, and proposal teams. Members should have knowledge of the customer, opportunity, competitors, solution, pricing, and proposal quality. Q: At what organizational level should color team reviews occur?
A: It depends on what is being reviewed. Typically, management and staff participate. Executives, not-so-much. Q: Who should plan and lead the color team reviews?
A: The BD team plans pre-capture reviews, if any. The Capture Manager plans the capture reviews. Proposal reviews are led by a facilitator, often the Proposal Manager or designate. Q: So who makes the decisions at these color them reviews?
A: Color teams don’t make decisions. They review documents, identify strengths and weaknesses, and make recommend improvements.
- Good Listener- Communicator- Presenter- Coach- Motivator- Problem Solver- Collaborator- Mentor
- Data Analysis- Teamwork- Budgeting- Time and Resource
Management- Technology Savvy- Communication - Risk Management
Project Skills Interpersonal
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Key FourBalancing the Interpersonal with Project Management
Tips for staying balanced:
Seek feedback from various levels of team members
Be sure lines of communication are open
Leave your ego at the door
Encourage collaboration and avoid stove-pipes
3. Neutralizeour
Competitors’ Strengths
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1. Leverageour Strengths
2. Mitigateour Weaknesses
& Risks
5. Focus on our Discriminators
4. Exploit our Competitors’ Weaknesses
Key FiveUnderstanding and Focusing on Win Strategy
Finding Discriminators
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Neutral PositionCustomer Needs ItCompetitor Has ItWe Have It
Irrelevant PositionCustomer Doesn’t Need ItCompetitor Has ItWe Have It
Our WeaknessCustomer Needs ItCompetitor Has ItWe Don’t Have It
Our DiscriminatorsCustomer Needs ItCompetitor Doesn’t Have ItWe Have It
YES!
MAYBE
NO!
NO!
Discriminators…
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DISCRIMINATORS
Are important to customer
Provide uniqueness, if possible
Differ from at least one major competitor
Can be positive or negative
Can be used for ghosting,when negative
FINAL KEY FOR PROPOSAL MANAGEMENT BEST PRACTICE
USE A PROPOSAL MANAGEMENT PLAN (PMP)
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Proposal Management Plan Baseline Information
Customer Profile and Key Issues (Big Picture)
Competitive Assessment
Staffing Roles and Responsibilities
Defined Proposal Operations
Type of Contract
Printer Information and Locations
Building/Room Security Restrictions
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PMP Artifacts
Compliance Matrix
Proposal Schedule
Proposal Outline
Writers’ Information
Proposal Strategies and Themes
Draft Executive Summary
WBS and WBS Dictionary
File Repository
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Summary The Five Keys to Effective Proposal Management
Use a Proposal Management Plan to help:
Manage Communication
Develop and Adhere to a Schedule
Facilitate Kickoff Meetings and Quality Reviews
Balance the Interpersonal with Project Management
Understand and Focus on Win Strategy
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Questions
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1 certification CEUBrad Douglas
EVP Global StrategyDavid Bol
SVP, Business Winning
Tamara BuckmanDirector, Business Winning
www.shipleywins.com