Virtual Proposal Development Go Virtual, or Go Home! Proposal Development Go Virtual, or Go Home! Southern…

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  • Virtual Proposal DevelopmentGo Virtual, or Go Home!

    Southern Proposal Accents Conference

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters

    Go Virtual, or Go Home!

    Presented by: Brad DouglasShipley Associates

    1

  • More than just electronic submittal

    Contributors are not all co-located

    What do We Mean by Virtual Proposal Development?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 2

    co-located

    Dependent on technology to communicate and manage

  • Is This a Trend or Fad? Why?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 3

  • Discussion:

    Are There Some Generational Issues that Influence Virtual Proposal Management?

    How so?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 4

    How so?

  • Millennial Generation Job SatisfactionTwo major motivators of Millennials in the workforce:

    1.Freedom to negotiate their job description/role

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 5

    Often leads to virtual work (home office)

    Flex time is a big deal

    2. Managements recognitionthat they have a life outside of work

  • Are Remote (Virtual) Workers More

    Discussion:

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 6

    Are Remote (Virtual) Workers More or Less Engaged?

  • Proximity breeds complacency

    I've worked with leaders who sit in the same office with those they

    manage but go for weeks without having any substantive face-time with

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 7

    manage but go for weeks without having any substantive face-time with

    them. In fact, they may use e-mail as their primary source of

    communication when they sit less than 50 feet away. It's even worse if they

    sit in different parts of a buildingor all the way on another floor.

    by: Scott Edinger, HBR Blog Network; August 24, 2012

  • Absence makes people try harder to connect

    When I managed a team of professionals in nine different locations, I made a

    point of deliberately reaching out to each of them by phone at least once a week,

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 8

    point of deliberately reaching out to each of them by phone at least once a week,

    and frequently more often. I'm not an anomaly here. Most leaders I work with

    make an extra effort to stay connected to those they don't ordinarily run into.

    They can see that taking even a few minutes to talk about what's happening in

    their respective worlds before addressing the tasks at hand makes a difference in

    maintaining the connection with a colleague.

  • Leaders of virtual teams make better use of tools

    Because leaders of far-flung teams have to use videoconferencing, instant

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 9

    Because leaders of far-flung teams have to use videoconferencing, instant

    messaging, e-mail, voicemail, and yes, the telephone, to make contact, they

    become proficient in multiple forms of communication, an advantage in

    leadership that their traditional counterparts could well develop but not so

    automatically.

  • Leaders of far-flung teams maximize the time spent together

    Having had to make such an effort to get the team together, these leaders naturally want

    to make the best use of their precious time. They take care to filter out as many distractions

    as possible so they can focus on the work to be done together. They also typically spend

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 10

    as possible so they can focus on the work to be done together. They also typically spend

    more than an ordinary work day together, socializing at planned luncheons, dinners, and

    activities. This level of focused attention is hard to replicate day to day.

    None of this is to say that working remotely is better than coming to the office. Or that

    virtual teams are better than traditional ones. On the contrary, I'm suggesting that they are

    exactly the same in this regard: Someone working in the same office with their leader

    needs just as much effective communication as someone located in a different office. It's

    just that, ironically, they're less likely to get it.

  • What About

    Personal Work

    Preferences?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 11

  • Activity: A Virtual Kickoff Meeting Gone Bad

    Listen to this virtual proposal kickoff meetingWhat went right? Wrong? Is this common?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 12

  • Discussion

    What are Some Pitfalls (things to avoid) for Managing Proposals Virtually?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 13

  • Often, no defined process to manage the proposal

    Decision gates often short-changed (or left out)

    No clear understanding of roles and responsibilities

    Little consequence for late task completion

    Common Challenges of Virtual Proposal Development

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 14

    Little consequence for late task completion

    Long distance accountability

    Rewards often go to the non-contributors

    General view that the proposal is not important

    Perception that proposals are free those deciding to bid do not pay for the proposal or do the work

  • What are the Super Hero Best Practices when Managing a Virtual Proposal Effort?

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 15

  • 1. Produce Schedule Early make highly visible to team

    2. Clarify and publish team roles and responsibilities

    3. Hold an Effective Kickoff Meeting

    The Seven Musts for Effective Virtual Management

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 16

    3. Hold an Effective Kickoff Meeting

    4. Write and Develop Great Content

    5. Develop Quality Theme Statements

    6. Conduct Content Reviews and Edits

    7. Facilitate Effective Color Team Reviews

  • Establish Leadership:

    Plan an Effective Kickoff Meeting

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 15

  • Separate the initial core team planning call from the proposal kickoff call

    Establish clear lines of authority

    Establish a detailed, written agenda and distribute it early

    Apply These Best Practices for Virtual Proposal Kickoff Meeting

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 18

    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

  • 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 minutesor record the call

    More Best Practices

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 19

    call to keep detailed minutesor record the call

    Check progress of dispersed teams frequently (how?)

    Test your submission process for hardware and software compatibility

  • Writing Content: POWeR

    Plan Use customer hot buttons, issues, and needs to help plan your section use a storyboard template

    Organize Use a structured organization tool to outline and storyboard your message

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters 20

    Write Be customer focused and persuasive in writing

    examine Let your content cool before examining for accuracy and responsiveness

    Revise in three stages 3 Cs

  • Revision Stage 1: Be Clear

    Use informative section headings Use informative section headings

    Preview content Preview content

    Place important points first Place important points first

    Keep setups short Keep setups short

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters

    Keep setups short Keep setups short

    Write effective captions Write effective captions

    Emphasize key information Emphasize key information

    Create an appropriate tone Create an appropriate tone

    21

  • Revision Stage 2: Be Concise

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters

    Revise

    ParagraphsRevise Sentences Revise Words

    22

  • Revision Stage 3: Be Correct

    Consult references

    Check spelling, punctuation, and grammar

    Resolve word problems

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters

    Resolve word problems

    Verify consistency with requirements documents

    Confirm nomenclature and identities

    Double-check arithmetic

    23

  • Basics of a Theme Statement

    Cascadia Timber can reduce the cost of forest management in remote, roadless areas by selecting a partner to supply 20 versatile Cascadia Timber can reduce the cost of forest management in remote, roadless areas by selecting a partner to supply 20 versatile

    Benefit

    SPAC 2012 Sponsored by Georgia, Florida, and Carolinas APMP Chapters

    remote, roadless areas by selecting a partner to supply 20 versatile ultralight aircraft that also offers long-term support.remote, roadless ar