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Session Overview
Define “virtual” and discuss trends and implications
Discuss best practices and pitfalls
Some “tips and tricks”
Summary and Q&A
#WIN
What do We Mean by “Virtual Proposal Management”?
More than just electronic submittal
Contributors are not all co-located
Dependent on technology to communicate and manage
We’ve been doing it and it will continue – more than a trend
Typical Challenges of Virtual Proposal Development No defined process to do proposals – virtual requires process definition
Decision gates often “short-changed” (or ignored)
No clear understanding of roles and responsibilities
Little consequence for late task completion – schedule, schedule, schedule
• Long distance accountability lacking
Recognition often goes to the non-contributors
Often a perception that the proposal is not important, if done virtually
“Proposals are free” – Perception increases if team is virtual
The Keys to Virtual Proposal Management
1. Produce Schedule Early – make it highly visible to team
2. Clarify and Publish Team Roles and Responsibilities
3. Hold an Effective Kickoff Meeting (early planning)
4. Write and Develop Great Content
5. Develop Quality Theme Statements
6. Conduct Content Reviews and Edits
7. Facilitate Effective Color Team Reviews
8. Coach, coach, coach
Additional Virtual Best Practices
Leverage technology tools and personnel (including Millennials)
As tasks are assigned, ask the responsible individuals to restate their understanding and acceptance
Assign someone other than the person chairing the call to keep detailed minutes—or record the call
Check progress of dispersed teams frequently
Test your submission process for hardware and software compatibility
Apply Best Practices for a Virtual Proposal Kickoff Meeting Separate the initial core team planning call from the
proposal call – otherwise you’re covering too much
Establish clear lines of authority
Establish a detailed, written agenda and distribute it early enough to permit participants to prepare
Take the time to poll participants for acceptance after each agenda item
• Use informative headings
• Preview content
• Place important points first
• Keep setups short
• Write effective subject lines
• Emphasize key information
• Create an appropriate tone
3 Steps to Effective Virtual Team Content Reviews: Step One - Be Clear
Content Review Step Three: Be Correct Consult references
Check spelling,
punctuation, and grammar
Resolve word problems
Verify consistency with
document and
requirements
Confirm nomenclature and
identities (acronyms)
Double-check math
Summary The trend is here to stay: You
Must Leverage Virtual Resources
New generation of workforce comfortable with virtual tools/approach
Pitfalls to avoid
Best Practices and Keys to Success
Discipline and process will win the day
Contact Information
Kelson Forsgren Jack Fagan
888.772.WINS (9467)[email protected]@shipleywins.com
www.shipleywins.com