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