As the solicitation comes out in final, an important task for the proposal manager is to re-calibrate the proposal plan to incorporate the differences, for example, between the draft and the final solicitation.

Like it or not, the Proposal Plan is most likely created ” right to left “; that is, it begins with the due date for the response, and works backward to the current date.

The complete Proposal Plan is beyond the scope of this discussion.  However, here are four of the most important elements of the Proposal Plan:

  • Concentrate on, and manage to, milestones, and not activities.  For example, show the date of the Red Team, and manage to that, rather than the activity entitled “write Red Team version”.
  • Include all the important milestones.  Experience shows that you’re likely to forget these milestones:
    • Schedule all evaluation teams (and be sure to choose these teams early in the cycle, ensuring you get the best individuals on these teams);
    • Schedule formal bid/no-bid decisions, both after the final solicitation hits the street, AND just after the Red Team. Remember that a “no-bid” decision can be cost-effective at any time;
    • Schedule formal, just-in-time training. For example, conduct a session on Solicitation Analysis just after receipt of the solicitation; schedule a training session on Proposal Writing just as you make the formal writing assignments.
  • Incorporate by reference the Capture Plan, and make that plan available to all the members of the proposal team. That plan, too, is a living document, so broadcast any significant changes to the proposal team.
  • Incorporate a Style Guide, showing the entire team what you expect in the text.  For example, my personal preference is to write in the present tense, as in, “Our plan is to use Microsoft Access as the important piece of software”, rather than, “When we win, we will purchase Microsoft Access for all the project computers”.

Summary

The proposal manager creates the Proposal Plan as soon as possible.  This becomes a living document, with frequent changes throughout the proposal activity.  It’s very important to keep the Proposal Plan current, AND to continue to manage the proposal activity to that plan during the entire process.