powerpoint presentation

Click here to load reader

Download powerpoint presentation

Post on 22-Sep-2014

7 views

Category:

Technology

1 download

Embed Size (px)

DESCRIPTION

 

TRANSCRIPT

  • Winning New Business: Preparing Proposals 101Judith M. HerrWell Chosen Wordsherrj@comcast.net

    August 2003

    Judith Herr, Well Chosen Words, 2003

  • About the Speaker

    Judiths experience ranges across disciplines including information technology; management; occupational/public health; medical, biological, and environmental sciences; adult education; fund-raising for nonprofit organizations; and community development. Her understanding of international efforts stems from her experiences accumulated from living three years in Belgium, three years in Malaysia, and traveling extensively in Europe and Asia. . Judith Herr brings 20+ years accumulated expertise to managing, contributing, and providing consultative support to large and small proposal efforts as well as for technical/business communication contracts. After 10+ years as a Director of Communications for a very large, high-tech consulting firm, she formed Well Chosen Words.

    Judith Herr, Well Chosen Words, 2003

  • You have a brain my friend, all you need is a certificate

    Judith Herr, Well Chosen Words, 2003

  • In this presentation we will cover My Top 10 Lessons LearnedA good fit proposals and communicatorsTalking the talk mastering proposal language Proposal team organization help wanted!Proposal preparation process Parsing government-issued requests for proposals (RFPs); designing responsesReprise: My Top 10 Lessons Learned

    Judith Herr, Well Chosen Words, 2003

  • My Top 10 List of Lessons Learned1. Follow all RFP instructions exactly; continuously update compliance matrix (1,then throughout)2. When preparing schedule, inflate time required for production - yes, lie, youll be glad you did! (2,3)3. Keep proposal team comfortable; reward and publicly recognize contributors (throughout)4. Collect 24X7 contact info for team; anyone else potentially needed (2, 3, 4)5. Match identified key positions with potential proposed personnel as soon as possible (early3)Note: Numbers in parenthesis are proposal phases.

    Judith Herr, Well Chosen Words, 2003

  • My Top 10 List of Lessons Learned (cont.)

    6. Keep technical experts/managers focused (3, 4)7. Early in process, draft cover letter; design concept, cover, tabs, spine, CD labels, etc. (early 3)8. Edit continuously, but accept substantial content changes graciously -- or at least tactfully (3, 4)9. Invite a very senior manager to recruit reviewers and lead the Red Team Review (3, 4)Know when to give up perfection for good enough (3, 4, 5)Note: Numbers in parenthesis are proposal phases.

    Judith Herr, Well Chosen Words, 2003

  • Assuring good fit proposal efforts and technical communicatorsHelp Wanted: Immediate. Requires stamina; ability to read, write, spell, correct; organize/coordinate/manage communication-related project. Detail-oriented; retain equanimity/enthusiasm in panic atmosphere; may require occasional odd hoursAnd knack for quickly mastering new technical material and comprehending technical experts -- and adopting the lingoAttachment 1: Exercise Matching proposal requirements to capabilities. Additional material Selected Terms, Acronyms, References

    Judith Herr, Well Chosen Words, 2003

  • Talking the talk mastering proposal team language and behaviorBid/no bid; requirements driven outline; show-stoppers?FedBizOpps; OCI, FOCI, DCAA, GSAT&M, CPFF, FFP, Reps & Certs, etc.Gold, Green, Blue, and Red TeamsWar Room; win themes; answer the mail; breadth and depth, business drivers. Food? Sleep?Selected Reading List; Terms and Acronyms from herrj@comcast.net or web (http://home.comcast.net/~m.herr/)

    Judith Herr, Well Chosen Words, 2003

  • Proposal Team Organization

    Judith Herr, Well Chosen Words, 2003

  • The Proposal Process

    Phase 1: Before the RFP Phase 2: Proposal planning; kickoffPhase 3: Proposal preparation processPhase 4: Internal and adversarial review process Phase 5: Production/delivery; post proposal activities

    Judith Herr, Well Chosen Words, 2003

  • Flow Chart of the Proposal Process

    Judith Herr, Well Chosen Words, 2003

  • Phase 1 Before the RFP Track announcements and release dateVisit/market potential client, if possibleCollect resumes of potential key personnel; update capabilities statementsAssess available proposal team resources; review business strategic plan; available project manager?

    Judith Herr, Well Chosen Words, 2003

  • Phase 2 Proposal Planning/KickoffStudy RFP for unanticipated requirements or show-stoppersMake bid/no bid decision. Prepare/submit questions for RFP clarificationPrepare requirements-driven proposal outlineDraft schedule; form core proposal team Contact list; version/file control, team communication vehiclesWin themes; competitor strengths/ weaknesses?

    Judith Herr, Well Chosen Words, 2003

  • Phase 2 Proposal Planning, Kickoff (cont.)Recruit core proposal team Draft compliance matrixCoordinate with financial/costing staffStoryboard; design elements, cover, formatReview production and delivery requirementsHold kickoff meeting make writing assignments cast of 1,000s

    Judith Herr, Well Chosen Words, 2003

  • Phase 3 Proposal Preparation ProcessEmphasize firm deadlines for completionRefine graphics, tables, design elements to illustrate text, re-enforce win themesMonitor/ enforce version control systemDevelop proposed contract organization/ management structure Draft profiles/resumes for proposed project manager/ key personnel

    Judith Herr, Well Chosen Words, 2003

  • Phase 3 Proposal Preparation Process (cont.)Conduct substantive edit; consist across all sections/cost proposal?Continuously check details, refine tablesDesign final deliverable Update compliance matrix

    Judith Herr, Well Chosen Words, 2003

  • Proposal Team at Work

    Judith Herr, Well Chosen Words, 2003

  • Phase 4 Review ProcessInternal reviews of preliminary drafts - BlueReview costing strategy - GreenFreeze draft; conduct peer review of technical/ management proposalsConduct editorial review in parallelReview draft cover letterConvene formal review by Red Team that model clients EvaluatorsIncorporate reviewer commentsPrepare (and hide) final draft

    Judith Herr, Well Chosen Words, 2003

  • Phase 5 Production/DeliveryArrange for independent edit of final textRecheck final against RFP requirements Include compliance matrix in submittal? Prepare cover letter for signatureRefine final graphicsTest print final version (even if delivering electronically) Arrange for delivery per RFP instructions

    Judith Herr, Well Chosen Words, 2003

  • Parsing a Sample Government-Issued RFPRelevant sections of the RFPSummary pageCover formSection L: Proposal Preparation Instructions Section M: Evaluation CriteriaStatement of Work/Scope of WorkSee Attachment 2 for example sections of current RFP

    Judith Herr, Well Chosen Words, 2003

  • Typical Proposal High Level Outline in Response to Government RFPExecutive summary/introductionCorporate infrastructure, Personnel Attachment 3Corporate experiencePast performanceTechnical understanding or case study (if required)Response to Questions/contract negotiation. Oral presentation (if required following submittal)

    Judith Herr, Well Chosen Words, 2003

  • Reprise: My Top 10 List of Lessons Learned1. Follow all RFP instructions exactly; continuously update compliance matrix (1,then throughout)2. When preparing schedule, inflate time required for production - yes, lie, youll be glad you did! (2,3)3. Keep proposal team comfortable; reward and publicly recognize contributors (throughout)4. Collect 24X7 contact info for team; anyone else potentially needed (2, 3, 4)5. Match identified key positions with potential proposed personnel as soon as possible (early3)Note: Numbers in parenthesis are proposal phases.

    .

    Judith Herr, Well Chosen Words, 2003

  • Reprise: My Top 10 List of Lessons Learned (cont.)6. Keep technical experts/managers focused (3, 4)7. Early in process, draft cover letter; design concept, cover, tabs, spine, CD labels, etc. (early 3)8. Edit continuously, but accept substantial content changes graciously -- or at least tactfully (3, 4)9. Invite a very senior manager to recruit reviewers and lead the Red Team Review (3, 4)Know when to give up perfection for good enough (3, 4, 5)Note: Numbers in parenthesis are proposal phases.

    Judith Herr, Well Chosen Words, 2003

  • End of the Brick Road: All you need is energy, enthusiasm, and the ability toAnalyze project requirements; understand audiencesMulti-taskInterview subject matter expertsConduct reviews Coordinate all stages of documentation projects Design information to satisfy requirements Write, edit, coordinate, produce/distributeSee the humor in the ironicMarket the certificate is attached!

    Judith Herr, Well Chosen Words, 2003

  • This Certificate of Excellenceis hereby granted to:youfor diligently applying what youve gained from the STC-sponsored Telephone Seminar Winning New Business: Preparing Proposals 101 Granted 20August 2003_______________________ Judith M. Herr, Presenter

  • AttachmentsProposal requirements match technical communicator capabilitiesSample Sections from government RFPSample pages from proposals including -- resumes tailored to answer the mail -- compliance matrix

    Judith Herr, Well Chosen Words, 2003

  • Additional Materials* * Available at http://home.comcast.net/~m.herr/ or email request to herrj@comcast.net

    Selected Terms, Acronyms, References Fable: Sleep Depriv

View more