• Resumes
  • Work Breakdown Structures (for common tasks performed by the company)
  • Past Performance Details
  • Summary and Detailed Tasks for Gantt Chart

Generally, most companies tap a library of past proposals and cut-and-paste material into the new proposal. There are a number of problems and risks with this approach, not the least of which is placing incorrect information into the current proposal.

The solution is to develop a true proposal resource library, maintained by a librarian with a specific set of tasks that include proactively updating the material on a regular basis. There are software programs that claim to be able to do this, but in the end the software still relies on old proposal material and resume files. The more source material involved, the less certain the information is accurate. The better approach involves taking material from a recent proposal and cutting it into "info bytes“ and storing it in a well-organized system of information folders. A category of information is included in a high-level folder, with appropriate sub-categories stored at lower levels. An info byte then is usually a single paragraph about how something is done, along with accompanying bytes describing the "when," the "where," and the "who."

For resumes, the process involves contacting all appropriate company employees at 90-day intervals and asking them to complete a MS Word document that summarizes what they are currently doing, what skills and tools they use, and what accomplishments they have achieved. Another method is to post a Web-based form with required-entry forms along with helpful tips and examples on how to complete the form.

Many companies have told me that they cannot afford the overhead of a "librarian.“ I believe if we computed the non-billable time of proposal team members with and without the support of a well-run library, I am sure we could easily justify the overhead. However, the "librarian“ solution can be achieved by spreading the tasks across the current overhead—as long as the tasks are completed.

All of the information needed to begin a true proposal library comes from past proposals, contracts, resumes, and corporate information. The project can be completed over time with an initial startup phase to establish the process and baseline information and then institution of regular updates. It could be started with the next proposal effort with very little increase in overhead.