Tamara Buckman Director, Business Winning. Brad Douglas EVP Global Strategy. David Bol SVP, Business Winning. 1 certification CEU.

Transcription

1 Tamara Buckman Director, Business Winning 1 certification CEU David Bol SVP, Business Winning Brad Douglas EVP Global Strategy

2 Poll: What are your top 2 proposal management challenges? 2

3 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 3

4 Key One Managing Communication 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 4

5 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 5

6 Scale Activities to Match Timelines No 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 6

7 Publish and Update Often 7

8 Key Three Facilitating Kickoff Meetings and Quality Reviews Identify and invite members early Overlap personnel between Pink and Red Teams Train members in review protocol Furnish review materials in advance Provide logistical and administrative support Promote constructive, not destructive, reviews Adequately staff each team Review cost volume Prepare proposal team for review results 8

9 Kickoff Meetings Make a Difference 9

10 Kickoff Meeting Checklist 10

11 Every Proposal Review Fits a Timeline Customer Milestones Draft RFP Final RFP Proposals Due Award Phase Decision Gates Market Segmentation Marketing/ Campaign 0 Long-Term Positioning Interest 1 Opportunity Assessment Pursuit 2 Capture Planning Preliminary Bid 3 Proposal Planning Bid Validation 4 Proposal Submittal 5 Proposal Development Post- Submittal Activities Final Offer 6 Pink Team Color Team Reviews Blue Team Black Hat Red Team Green Team White Hat Gold Team Key Documents Multi-year strategic plan Annual operating plan Marketing plan Opportunity analysis report Capture plan Capture plan Storyboards Mockups Storyboards Mockups Final draft proposal Proposal revision Lessons learned Contract 11

12 Follow a Consistent Process for Each Review PREPARE CONDUCT RESPOND 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. 12

13 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.

14 Key Four Balancing the Interpersonal with Project Management Project Skills - Data Analysis - Teamwork - Budgeting - Time and Resource Management - Technology Savvy - Communication - Risk Management Interpersonal - Good Listener - Communicator - Presenter - Coach - Motivator - Problem Solver - Collaborator - Mentor 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 14

15 Key Five Understanding and Focusing on Win Strategy 5. Focus on our Discriminators 4. Exploit our Competitors Weaknesses 2. Mitigate our Weaknesses & Risks 3. Neutralize our Competitors Strengths 1. Leverage our Strengths 15

16 Finding Discriminators Neutral Position Customer Needs It Competitor Has It We Have It Our Weakness Customer Needs It Competitor Has It We Don t Have It NO! MAYBE NO! YES! Irrelevant Position Customer Doesn t Need It Competitor Has It We Have It Our Discriminators Customer Needs It Competitor Doesn t Have It We Have It 16

17 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 DISCRIMINATORS 17

18 FINAL KEY FOR PROPOSAL MANAGEMENT BEST PRACTICE USE A PROPOSAL MANAGEMENT PLAN (PMP) 18

19 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 19

20 PMP Artifacts Compliance Matrix Proposal Schedule Proposal Outline Writers Information Proposal Strategies and Themes Draft Executive Summary WBS and WBS Dictionary File Repository 20

21 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 21

22 Questions Follow Shipley on social media: Shipley Associates Shipley University Shipley Associates 22

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24 Tamara Buckman Director, Business Winning 1 certification CEU David Bol SVP, Business Winning Brad Douglas EVP Global Strategy