Introduction. Glad to be here! Thank you for having me! #APMP2016

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2 Introduction Tracie Bretecher, CP APMP Over 10 years experience in proposal management Built my organization s proposal department and have led it for the past 8 years Currently I am Manager of Sales Operations Team responds to over 350 proposals per year Have my Practitioner level designation and working on my Professional level designation Glad to be here! Thank you for having me!

3 Grad 2016

4 Creating relevance in commercial proposals through process and metrics Creating more than just a process.

5 Today s Session Measuring success Asking yourself the right questions Understanding your industry Understanding your organization Building a toolbox of best practices to become relevant and valuable in your organization

6 Measured Success Submitting the proposal within the client deadline Being consistent Adding value to the organization Being seen as a trusted advisor Organizational alignment business and solution Organization understanding the process Showing results reporting and metrics Creating an enjoyable environment

7 Ask Yourself Do you have the tools? Are you valued? Are you relevant? Do you have a solid process? Do you have / follow industry best practices? Do you have / produce valuable reporting and metrics?

8 What industry do you work in? The Proposal Management Industry Creating even the slightest shift in thinking changes your approach and perceived value/relevance.

9 Understanding your organization What is your organization s culture? Is your organization open to new and innovative ideas? What processes are in place today?

10 Creating a Proposal Management Program Building a toolbox based on proposal industry best practices. First, we start with the basics a process.

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12 What goes in the toolbox? Go/no-go process Kick off agenda A client current state document Team roles and responsibilities Storyboarding template Responsibilities matrix template Timeline template Gap analysis template Content management process Style & writing guide Reporting & metrics template Proposal management software

13 Toolbox Item #1 Go/No-Go Process You need to ensure this process aligns with your company s goals. BENEFIT: Ensures your organization is bidding on the right opportunities, in-turn increasing your organization s win rate.

14 Toolbox Item #1 Go/No-Go Process

15 Toolbox Item #2 Kick off call agenda Keep it consistent. Everyone on the larger bid team will start to know what to expect each time and can be better prepared. BENEFIT: Ensures the kickoff meeting stays on track and all required background / opportunity information is gathered.

16 Toolbox Item #2 Kick off call agenda

17 Toolbox Item #3 A Client Current State Template Understanding the client allows for everyone in the bid team to know what state the client is in. BENEFIT: Helps you understand the client s needs.

18 Toolbox Item #3 A client current state document

19 Toolbox Item #4 Team Roles and Responsibilities Who is on the bid team? What are their roles? Do you have their buy-in? BENEFIT: Ensures everyone understands what they are accountable/responsible for, and eliminates duplicated effort and streamlines the response process.

20 Toolbox Item #4 Team roles and responsibilities

21 Toolbox Item #5 Storyboarding Template When we understand the full story, we are able to create a more persuasive and client-focused proposal. BENEFIT: Determines win themes, competitive landscape, evaluators, how to propose your solution(s) and any extra value your organization can add ensuring alignment with the client s needs and best strategy to win.

22 Toolbox Item #5 Storyboarding Template

23 Toolbox Item #5 Win Strategy

24 Toolbox Item #6 Responsibilities Matrix Template Ensure everyone outlined on the matrix has agreed to their responsibilities. BENEFIT: Helps track the progress of each team members content submission to the response.

25 Toolbox Item #6 Responsibilities Matrix template

26 Toolbox Item #7 Timeline Template How much time is allocated for each step of the proposal? Consider best practices from Shipley. BENEFIT: Ensures everyone understands when key pieces of information are due internally; allowing adequate time for finalization.

27 Toolbox Item #7 Timeline Template

28 Toolbox Item #8 Gap Analysis Template What are the gaps in the content? Formatting? Messaging? Pricing? Story? BENEFIT: Outlines any remaining gaps with the response and re-defines accountability if required.

29 Toolbox Item #8 Gap Analysis Template

30 Toolbox Item #9 Content Management Process Have a knowledge base with more than just corporate information. BENEFIT: Ensures new or revised information is made available for future use. Elevates your contribution level and adds to the value you provide.

31 Toolbox Item #9 Content Management Process

32 Toolbox Item #10 Style & Writing Guide Having guidelines for your contributors helps with finalizing the proposal and it creates that one-voice / one-look. BENEFIT: Ensures every document the client sees from your organization has the same look and feel. It s about consistency!

33 Toolbox Item #10 Style & Writing Guide We could provide an We IT infrastructure provide an IT ABC Client receives a solution infrastructure cost-effective to you that IT solution could perhaps to you that infrastructure be cost-effective, is cost-effective. solution. in the event you are interested.

34 Toolbox Item #11 Reporting & Metrics Template All this hard work method to your madness. What is the return? You need metrics! BENEFIT: Tracks vital response statistics so your organization can better understand if you are bidding on the right opportunities and if you are in line with your organization s corporate goals. Demonstrates value and relevance YOU provide to your organization!

35 Toolbox Item #11 Reporting & Metrics Template

36 Let s analyze Win Loss Revenue Margin What s your win rate? How much money did you help your organization win? Are you winning the right business?

37 Let s analyze Based on 20 proposals submitted A win rate of 40% 8 wins 12 losses What does this mean in $$

38 Company Close Reason Branch Industry Estimated Revenue Estimated Margin Company Close Reason Branch Industry Estimated Revenue Estimated Margin Company 1 Won Boston Education $1,000, $350, Company 1 Won Boston Education $1,000, $350, Company 2 Lost Boston Financial $600, $210, Company Lost Boston Financial $600, $210, Company 3 Lost Toronto Government $20, $7, Company Lost Toronto Government $20, $7, Company 4 Lost Vancouver Government $20, $7, Company Lost Vancouver Government $20, $7, Company 5 Won Vancouver Toursim Tourism $1,000, $350, Company Won Vancouver Tourism $1,000, $350, Company 6 Lost Calgary Toursim Tourism $100, $35, Company Lost Calgary Tourism $100, $35, Company 7 Lost Calgary Transportation $40, $14, Company Lost Calgary Transportation $40, $14, Company 8 Won Boston Financial $4,000, $1,400, Company Won Boston Financial $4,000, $1,400, Company Company 9 Won Won Vancouver Vancouver Education Education $200, $200, $70, $70, Company Company Won Won Boston Boston Oil Oil & Gas Gas $800, $800, $280, $280, Company 11 Pending Vancouver Financial $40, $14, Company 12 Won Toronto Education $400, $140, Company 13 Won Calgary Transportation $80, $28, Company 14 Lost Toronto Toursim Tourism $200, $70, Company 15 Lost Calgary Oil & Gas $200, $70, Company 16 Lost Vancouver Financial $80, $28, Company 17 Lost Boston Oil & Gas $200, $70, Company 18 Won Calgary Oil & Gas $600, $210, Company 19 Lost Vancouver Transportation $400, $140, Company 20 Lost Calgary Oil & Gas $20, $7,000.00

39 Let s analyze 20 proposals = $10,000, WIN: 40% = 8 proposals = $7,280,000 revenue = $2,548,000 margin WIN: 73% revenue WIN: 25% margin Average margin per deal: 35%

40 Consideration: Proposal Management Software BENEFIT: Provides a repository for information and enables collaboration and increased productivity.

41 So what did we learn? Creating a proposal management program that includes processes, best practices, and metrics creates relevance and value for you and your organization. THANK YOU.

42 Tracie Bretecher, CP APMP Mobile:

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