Full Sail Partners Blog | CRM

You can smell it in the air—spring is here. And while most people are reaching for dusters and donation boxes, we’re over here thinking about a different kind of mess: your data. Yep, we’re talking about those outdated contact records, confusing project statuses, and duplicate entries multiplying like rabbits in your ERP system. 🐇

We get it. Data management isn’t the most glamorous task. But it is one of the most important—because clean data powers accurate reporting, better decisions, and ultimately, a more profitable firm.

Let’s dig into why data gets dirty (no judgment here), and more importantly, what your team can do to clean it up—and keep it clean.

Why Data Gets Dirty (Even When You're Trying Your Best)

Your firm isn’t doing anything wrong—data just naturally decays over time. People change jobs. Projects wrap up. Opportunities stall out. And if you’re using a system like Deltek Vantagepoint, where multiple team members can enter or edit data, those inconsistencies can stack up fast.

Some common culprits:

• Contacts that left the company three years ago (but you’re still emailing them… awkward)
• Projects marked “active” that haven’t had billable time since 2022
• Custom fields created with good intentions but never used consistently
• Multiple definitions of statuses like “inactive,” “on hold,” or “archived” floating around your team like urban legends

Sound familiar? Yeah, we thought so. Let’s fix it. 🔧

Step 1: Define Decision Points 🔍

Before you start cleaning, take a minute to figure out what needs attention and how you’ll make decisions. Otherwise, you’ll waste time spinning your wheels—or worse, accidentally delete important info.

Start by identifying the fields you want to review. Let’s take project records, for example. You might want to evaluate:

• Project Status
• Last billed date
• Assigned project manager
• Client contact information

Ask yourself:

• What makes a project “dormant” vs. “inactive”?
• Should we dormant projects that haven’t had activity in over 12 months?
• What criteria can we search by to build a clean-up list?

Example: Run a search for all active projects that haven’t had time billed in the past 90 days. That’ll give you a short list of projects to investigate. Maybe some need to be marked as inactive or maybe even dormant. Maybe others are still technically open but should’ve been closed out months ago. Whatever the case, narrowing the list makes it manageable.

Step 2: Standardize Everything ✏️

Inconsistent data doesn’t just look messy—it creates reporting nightmares. Imagine running a report on “Dormant Projects,” but half the team labeled them as “Inactive.” That data’s not helpful—it’s confusing.

So, this is your opportunity to:

• Clean up dropdown options that aren’t in use
• Create a shared glossary of field definitions
• Use tooltips in Vantagepoint to help users enter data correctly

💡 Pro Tip: Review custom fields and user-defined labels. If something hasn’t been used in a year—or if it’s being used inconsistently—either standardize it or remove it.

Also, talk to your teams. Ask them how they actually use the system. Sometimes the data structure doesn’t match real-world workflows, and that’s where inconsistencies creep in.

Step 3: Automate Where You Can 🤖

Once the clean-up is done, set up some automation to help keep things tidy moving forward. In Deltek Vantagepoint, that could mean:

• Workflows that trigger an alert when a project hasn’t been updated in 6 months
• Dashboards that highlight missing key fields like contact phone numbers or opportunity stage
• Scheduled reports that flag records needing review—like unassigned project managers or expired client emails

Example: Let’s say you want project managers to review project statuses quarterly. Create a workflow that sends a reminder on the first of each quarter to check and update their projects. Boom—ongoing accountability without manual chasing.

Step 4: Assign a Cleanup Crew 🧽

Let’s be honest—if everyone owns data integrity, no one really owns it. Designate specific people or roles to be your data gatekeepers. This doesn’t mean they do all the work, but they’re the ones ensuring standards are followed and reviews are happening.

Ideas for building a data integrity plan:

• Assign a Data Champion for each department (Marketing, Accounting, Project Management)
• Create a monthly or quarterly data audit checklist
• Host a “Data Day” once a quarter—throw in some snacks and make it a team effort 🍩

And yes, this might mean investing time and people up front, but the payoff is massive: more trust in your data, faster reporting, and less stress when leadership asks for a metric yesterday.

Bonus Tip: Start with What Hurts the Most 😣

You don’t have to fix everything at once. Start with the areas that cause the most frustration:

• Is your CRM full of dead contacts? Start there.
• Struggling to run accurate pipeline reports? Review opportunity stages.
• Marketing getting bouncebacks from email blasts? Clean up email addresses.

Small wins lead to momentum—and momentum leads to lasting change.

Final Thoughts: Clean Data = Clear Decisions

If your data is a hot mess, you're not alone—but you can do something about it. By defining clear decision points, setting standards, automating what you can, and assigning real people to own the process, you’ll give your ERP system a much-needed refresh.

And hey, if your team needs help figuring out where to start or how to set up those automations in Deltek Vantagepoint—we’ve got your back.

📩 Let’s clean up that hot mess together. Contact us to schedule a data integrity consult with one of our friendly experts.

Because nothing feels better than a database that’s as fresh and clean as your spring wardrobe. ✨

As someone who has worked with Deltek Vantagepoint for years, I can confidently say that it’s a powerhouse for project-based firms. But what really takes its functionality to the next level? It's seamless integration with Microsoft Office, particularly Outlook and Teams. These integrations don’t just make your life easier—they make your work more efficient, more connected, and ultimately, more valuable.

If you’re not already using the Vantagepoint Connect Add-in for Outlook or leveraging the Teams integration within Vantagepoint, let me introduce you to the game-changers that will revolutionize how you manage projects, communications, and collaboration.

Vantagepoint Connect: Outlook Add-in

Turning Your Inbox into an Extension of Vantagepoint

We all live in our inboxes, so why not make Outlook work smarter? With the Vantagepoint Connect Add-in for Outlook, your CRM and project management tools are just a click away—right inside your email.

Key Features That Save You Time and Effort:

• Easily Add Contacts and Firms
  Got an email from a new potential client? Instead of manually entering their information into Vantagepoint, just open the Vantagepoint Connect pane inside Outlook and instantly create a new Contact or Firm record.
• Log Emails as Activities
  Ever had an important client conversation get lost in the email abyss? With just one click, you can log emails directly into Vantagepoint as an Activity, keeping a clear record of communications tied to the right firm, project, or marketing campaign.
• Schedule Meetings Without the Back-and-Forth
  The built-in Scheduling Assistant lets you send availability links, propose meeting times, and even create Teams meetings—right from Outlook. No more endless email chains trying to find a time that works.
• Search Your Vantagepoint Database from Outlook
  Need to check if someone is already in your system? The search bar inside the Vantagepoint Connect pane lets you pull up records for Contacts, Firms, Projects, and Activities without ever leaving your email.
  
  

Why This Matters:

Instead of bouncing between applications, you can perform essential CRM tasks directly in Outlook. The result? A faster, more connected workflow that ensures your data stays up to date with minimal effort.

Microsoft Teams + Vantagepoint: Instant Collaboration, Right Where You Need It

Bridging the Gap Between Project Data and Real-Time Communication

We all know that great projects are built on effective communication. With Microsoft Teams integration inside Vantagepoint, staying connected with your team has never been easier. Instead of switching between platforms or hunting for contact info, you can start a Teams chat directly from within Vantagepoint—right where you are already working.

How It Works:

• See Who Is in the Same Record as You
  If other users are currently in the same record in Vantagepoint—whether it is a project, contact, or another hub—you will see their presence via a small chat bubble next to their name (see screenshot below).
• Instantly Start a Teams Chat
  Need to ask a quick question or clarify project details? Simply hover over the chat bubble and initiate a one-on-one Microsoft Teams chat directly from Vantagepoint. No need to search for their name in Teams or leave your workflow.
• Seamless Setup
  If your firm has enabled the Microsoft Teams Chat option in Settings » General » Communications, you can immediately start chatting with team members without leaving Vantagepoint.

Why This Matters:

When working on projects, timing is everything. Instead of sending an email and waiting hours for a reply, you can now ping a teammate in Teams and get an answer instantly. This eliminates communication delays, reduces email clutter, and keeps teams aligned in real-time.

With the Teams Chat integration, Vantagepoint is no longer just your project management system—it’s your real-time collaboration hub.

Why These Integrations Are a Must for Any Vantagepoint User

Whether you are a BD professional, a project manager, or a marketing leader, these integrations provide three major benefits:

1. Time Savings: No more duplicate data entry or switching between multiple applications.
2. Better Collaboration: Keep teams aligned with real-time access to shared information.
3. Stronger Data Integrity: Ensure that all interactions and project updates are automatically captured inside Vantagepoint.

By integrating the tools, you already use every day—Outlook and Teams—Deltek Vantagepoint becomes even more powerful. It’s about working smarter, not harder.

Take Your Vantagepoint Experience to the Next Level

With Microsoft Outlook and Teams integrations, Deltek Vantagepoint isn’t just a project management system—it’s a powerhouse for seamless collaboration, streamlined workflows, and smarter communication. If you’re not taking full advantage of these tools yet, now is the perfect time to get started!

Want to see the Outlook integration in action? Watch my mini-demo, to see how Vantagepoint Connect can help you work smarter—right inside Outlook. Click below to watch today!

Let’s face it—AEC firms have no shortage of repetitive tasks, data entry nightmares, and inefficient workflows. Whether it's notifying employees about project updates, ensuring proposals are properly tracked, or keeping financial approvals on schedule, these manual processes drain time, increase errors, and create unnecessary headaches.

That’s where Deltek Vantagepoint Workflows come in. By automating common tasks, firms can reduce human error, improve efficiency, and free up valuable time to focus on high-impact work. Say goodbye to manually sending emails, updating records, or chasing approvals. With automation, your team can operate like a well-oiled machine—seamless, streamlined, and stress-free.

In this blog, we’ll explore how:
✅ User-Initiated Workflows eliminate repetitive data-entry tasks
✅ Scheduled Workflows automate recurring actions like reminders
✅ Real-world automation case studies showcase workflow-driven efficiency

User-Initiated Workflows: Stop Repetitive Tasks in Their Tracks

Think about how much time your team spends on mundane, repeatable tasks like updating project statuses, notifying team members of changes, or ensuring required fields are filled in correctly. If these tasks aren’t automated, they can easily slip through the cracks or waste hours of valuable work time.

What Are User-Initiated Workflows?

User-Initiated Workflows in Deltek Vantagepoint allow automated actions to trigger when a record is created, modified, or deleted, eliminating the need for manual follow-ups. These workflows can:

• Send instant email notifications when a project is updated
• Ensure data accuracy with validation rules
• Automatically update fields when conditions are met
• Create activities based on specific actions

Example: Project Status Update Automation

Let’s say your firm has a process where, when a project is marked “dormant,” the project principal needs to be notified. Without automation, this means:
❌ Someone must remember to add the completion date
❌ Someone must manually send an email to the principal
❌ If forgotten, the principal is left in the dark

With User-Initiated Workflows, you can automate this entire process:
✅ When a project is changed to "dormant," the system automatically updates the completion date
✅ An email notification is triggered to the project principal
✅ A reminder calendar activity is created for the principal follow-up

Result? No more forgotten notifications, no more manual emails, and a streamlined workflow that just works.

Scheduled Workflows: Automate Routine Reminders and Reports

Now, let’s talk about the routine tasks your firm does on a daily, weekly, or monthly basis. Manually sending reminders, pulling reports, or tracking deadlines takes up valuable time.

What Are Scheduled Workflows?

Scheduled Workflows in Deltek Vantagepoint run at regular intervals to automate tasks that don’t require immediate action. Instead of triggering on record changes, these workflows operate on a set schedule, like:

• Sending employee reminders on key deadlines (e.g., expense report submissions)
• Generating automated reports (e.g., project performance updates)
• Triggering notifications based on hire dates or anniversaries

Example: Monthly Employee Anniversary Notifications

Many AEC firms send emails recognizing employee anniversaries. Without automation, this means:
❌ HR manually runs reports
❌ Emails must be written and sent manually
❌ Employees might be overlooked

With Scheduled Workflows, you can set up an automated reminder that runs on the 1st of every month: ✅ The system identifies employees with an upcoming anniversary
✅ A record-specific email is automatically sent to HR (or the company)
✅ No one is forgotten, and employees feel valued 🎉

This same logic applies to monthly project status updates, invoice reminders, or even marketing email triggers—automate it once, and let Vantagepoint do the rest.

Real-World Wins: Workflow-Driven Automation in Action

Let’s take a look at how actual AEC firms have used Vantagepoint Workflows to increase efficiency and eliminate headaches.

Case Study #1: Reducing Proposal Errors with Validation Workflows

Problem: A marketing team struggled with missing or incorrect information in proposal records, leading to errors in submittals and last-minute fixes.

Solution: A User-Initiated Workflow was set up to:
✅ Require certain fields (Project Manager, Fee, Proposal Due Date) before saving
✅ Show a validation warning if any required field was missing
✅ Block saving until all necessary information was entered

Result:

• 80% fewer errors in proposals
• Faster turnaround time for marketing teams
• Increased accuracy in CRM records

Case Study #2: Automating Project Manager Notifications

Problem: Project Managers weren’t notified when they were assigned to new projects, causing delays in planning and client communication.

Solution: A User-Initiated Workflow was created to:
✅ Automatically email the assigned Project Manager when a new project is created
✅ Send a dashboard alert to the PM
✅ Include key details (client name, budget, deadline) in the notification

Result:

• PMs received instant notifications, reducing onboarding time
• Teams could proactively plan work instead of waiting for updates
• Fewer miscommunications between departments

Case Study #3: Automating Invoice Reminders for Accounting

Problem: The accounting team struggled with late invoice submissions because project managers often forgot to submit approvals.

Solution: A Scheduled Workflow was created to:
✅ Send automated reminders to PMs on the 5th and 10th of every month
✅ Track pending invoices and notify accounting
✅ Escalate overdue approvals after 15 days

Result:

• 30% faster invoice approvals
• Improved cash flow with more timely billing
• Less manual chasing from accounting

Say Goodbye to Busywork – and Hello to Automation

Manual processes are a thing of the past. With Deltek Vantagepoint Workflows, your AEC firm can eliminate inefficiencies, reduce human error, and free up valuable time to focus on high-impact work. Want to discover even more ways to streamline your processes and boost efficiency? Watch our webinar, "15 Ways to Be More Efficient in Vantagepoint", where we break down practical tips, automation strategies, and expert insights to help you get the most out of your system. Click below to get access today.

Upgrading from Deltek Vision to Vantagepoint is a big step, and it can feel overwhelming. But fear not! With the right preparation, guidance, and tools, the transition can be smooth and set your firm up for long-term success. At Full Sail Partners, we’ve assisted numerous firms in navigating this process, and we’re here to share our expertise.

This checklist will help your firm prepare for the upgrade, ensuring a seamless transition. Let’s dive into the steps you need to take:

1. Explore Upgrade Resources on Full Sail Partners’ Website

Your first stop should be the Vantagepoint Upgrade Assistance Page on the Full Sail Partners’ website. This page consolidates everything needed, including links to resources from both Deltek and Full Sail Partners. It provides:

• Guides and best practices for upgrading
• Links to Deltek resources
• Exclusive tools and services from Full Sail Partners

In addition to Full Sail Partners' resources, Deltek offers several tools to assist with your upgrade, including the Customer Assistance Program (CAP) and the Vantagepoint Readiness Portal. The CAP provides access to personalized consulting and technical support, while the Readiness Portal contains videos, training modules, and checklists to help firms navigate the upgrade process. Together, these resources ensure you have comprehensive support at every stage.

Navigating these tools will give you a clear understanding of what to expect and where to start.

2. Schedule a Vantagepoint Upgrade Consultation

Requesting a consultation with the Full Sail Partners’ team is an essential step. Consultants can:

• Assess your firm’s current setup
• Identify potential challenges or customizations
• Provide tailored advice and a clear roadmap for the upgrade process

Ready for a consult today? Request a Vantagepoint Consult by clicking here.

3. Get a Personalized Vantagepoint Readiness Report

The next step is to identify the issues before upgrading. Our Vantagepoint Readiness Report identifies things that need to be cleaned-up prior to obtaining your preview environment and upgrade. The cost includes a consultant that will meet with you to review everything and discuss areas of importance. The report gives you a snapshot of your entire database and the items your firm needs to address.

This is the most critical and helpful step. It starts you down the path of knowing what you need to know. This process includes:

• Reviewing your current database configuration
• Helping you prepare a preview environment for your new solution
• Identifying key areas for clean-up and adjustment

This readiness report ensures your firm is set up for success and ready for the next stages.

4. Review System Requirements and Compatibility

Before diving into the upgrade, verify that your hardware, software, and integrations meet the Vantagepoint requirements. The assistance page includes links to Deltek’s technical specifications. Ensure the following:

• Servers and workstations meet performance requirements
• Third-party integrations are compatible
• Current workflows are reviewed to identify custom configurations

5. Cleanse Your Data, Review Processes & Make Desired Changes

Upgrading is the perfect opportunity to declutter your system and review your firm’s processes. The Vantagepoint Readiness Report is the perfect checklist of where to target your efforts. Some common reviews and updates include:

• Archive old projects
• Update and validate contact information
• Standardize data fields for consistency
• User roles and security settings

Clean data and clear processes will make the transition smoother and your new system more efficient.

6. Backup Your Current Vision System

Creating a full backup of your existing system is critical. A backup ensures you can recover data if any unexpected issues arise. This backup should include:

• Project records
• Contact lists
• Financial data

It’s always better to be safe than sorry!

7. Configure Your Vantagepoint Preview Environment

This step may be handled internally, but many clients may ask for our assistance. Some of those things include technical services, weekly meetings, establishing new processes, training and configuration changes, and programming to automate clean-up. Some firms want to take the lead and only need guidance, while others want a more hands-on approach.

For projects that require more coordination, our firm will assign you a consultant to oversee the project and offer additional resources depending on what is revealed from the Vantagepoint Readiness Report. Should we need any additional custom scripts, that would be handled by one of our developers. Firms might also need assistance from one of our IT consultants for any technical items. It is hard to estimate needs since the readiness report helps to outline what is necessary.

8. Test the System in a Sandbox Environment

Before going live, testing is essential. A sandbox environment allows you to:

• Simulate daily workflows
• Run key processes, like project setups and reporting
• Identify and resolve issues

Involve team members from various departments to get a holistic view of the system’s performance.

9. Train Your Team and Make Adjustments

Your team’s success depends on their understanding of the new system. Full Sail Partners offers comprehensive training resources. To prepare your team:

• Host training workshops
• Provide access to user guides and videos
• Encourage hands-on practice in a sandbox environment

Deltek’s Vantagepoint Readiness Portal is also an excellent resource for team training. It includes interactive modules and videos tailored to various roles, ensuring every team member has the knowledge they need.

10. Make the Shift to Full Production

This step involves moving the preview environment to production. With our Transition Copy Scripts, firms can capture many of the changes in the preview environment and move them to production which eliminates having to redo things. The scripts can be run as many times as you would like at no additional charge.

During the Deltek Vantagepoint transition, firms can save time by capturing the changes made in the test environment. During the Vision upgrade, the upgrade scripts to Deltek Vantagepoint will bring over all of your data and custom fields. However, the field order is not retained, and screen design properties, saved searches, reports, and dashboard/dashparts will reset.

Using Full Sail Partners’ Transition Copy Scripts allows firms to retain their changes and eliminates redundancy and rework between each test upgrade and your final production environment. The execution of the scripts can be customized and/or run independently of each other.

11. Execute the Upgrade with Expert Support

When it’s time to go live, rely on experienced professionals to guide you. The Full Sail Partners’ team provides support to:

• Troubleshoot issues
• Minimize disruption
• Ensure a smooth transition

Key considerations include:

• Scheduling the upgrade during off-peak times
• Having IT and consulting support on standby
• Communicating a clear “go-live” plan to all users
• Using the Deltek Vantagepoint Readiness Portal to confirm upgrade dates provided by Deltek - This portal includes the specific timeline for your firm’s upgrade and ensures that everyone involved is aware of the schedule

12. Follow Post-Upgrade Best Practices

Your upgrade doesn’t end at go-live. Post-upgrade optimization ensures you’re getting the most out of Vantagepoint. Post-upgrade steps include:

• Monitoring system usage and performance
• Scheduling follow-up training sessions
• Staying informed about updates and new features

Scheduling regular check-ins to review system performance and address any user feedback is essential.

See All Vantagepoint Upgrade Resources in Mini-Demo

Upgrading to Vantagepoint is an exciting opportunity to enhance your firm’s operations. To explore all the resources available, including how to access the Vantagepoint Readiness Portal, watch my mini-demo. In it, you’ll find step-by-step guidance and practical tips to ensure your upgrade process is as smooth and stress-free as possible. Click the image below to watch today!

In the competitive landscape of architecture/engineering (A/E) consulting, two critical assets set firms apart: their people and their projects. As a former marketing director for a large A/E firm, I fully understand the challenges involved in managing these assets effectively. Utilizing Deltek Vantagepoint, we offer streamlined solutions for managing both resumes and project information, ensuring your firm's unique strengths are showcased in every proposal, presentation, and marketing effort.

Strategic Resume Management: Capturing and Updating Professional Profiles

We perceive professional resumes not just as documents, but as dynamic profiles that showcase the strengths of your firm's most valuable assets: its people.

Starting Strong: Capturing New Hire Information

The journey of efficient resume management begins when a new employee joins your firm. This is a golden opportunity to capture their excitement and fresh perspective. Here’s how we recommend utilizing Deltek Vantagepoint and your HR processes to streamline this step:

1. Coordinate with HR: At the point of hiring, collaborate with HR to integrate marketing and resume information collection into the onboarding process. Utilize HR’s existing data collection methods, adding specific forms or questions relevant to marketing needs.
2. Gather Comprehensive Information: Collect essential data such as bios, previous projects, licenses, awards, special skills, software proficiency, languages, and contacts. For strategic hires, consider a dedicated marketing onboarding session to align their expertise with your firm’s marketing strategies.
3. Automate with Deltek Vantagepoint: Leverage Deltek Vantagepoint to automate the information capturing process. This system can be set up to alert the marketing team of new hires, enabling the collection and updating of resume details seamlessly into your database.

Ongoing Updates: Keeping Resumes Fresh and Relevant

Regular updates are crucial to maintain the accuracy and relevance of resumes. Here's a streamlined approach:

1. Determine Update Frequency: Decide how often resumes need refreshing. This can be annually, bi-annually, or aligned with each person’s work anniversary.
2. Strategic Distribution: Utilize Deltek Vantagepoint to manage and schedule resume updates using email alert workflows. Provide current resumes to employees, along with clear instructions and deadlines for updates.
3. Engage Personally: Consider conducting brief interviews or meetings, especially with key personnel, to ensure comprehensive and up-to-date information.
4. Update the Employee Record: Once the updated information is gathered, use Deltek Vantagepoint to keep your database current. This ensures that any proposal or marketing material has the latest information at hand.

Case Study: Streamlining Annual Resume Updates at a Growing A/E Firm

A prime example of effective resume management was at my previous firm, a growing A/E firm. As the firm expanded to around 300 employees, we recognized the need for a structured yet flexible system for annual resume updates. Our strategy involved breaking down the updates into manageable monthly tasks, leveraging both Deltek and a work anniversary-based schedule. Here's an overview of our process:

Planning Phase: Leveraging Deltek Vantagepoint for Organization

1. Monthly Employee Selection: Utilizing Deltek, we extracted a monthly list of employees based on their work anniversaries. This systematic approach ensured that every employee's resume was updated annually, without overwhelming our resources.
2. Preparation of Update Materials: We compiled the existing master resumes from our database, along with a custom-designed resume update memo and instructions.

Gathering Phase: Personalized and Coordinated Efforts

1. Distributing Update Materials: The update materials were personally delivered to employees in our main office. For our six satellite offices, we collaborated with marketing coordinators or office managers to ensure distribution. In cases where direct handover was not feasible, we used email as an effective alternative.
2. Setting Deadlines and Reminders: A two-week timeframe was typically given for updates, with reminders set up in Deltek to keep track of deadlines.
3. Scheduling Interviews When Necessary: For certain key roles or when detailed updates were required, we scheduled one-on-one interviews, adding a personalized touch to the process and ensuring comprehensive updates.

Updating Phase: Keeping Our Database Current

1. Collection and Review of Updates: We gathered the revised resumes and additional information provided by employees, reviewing them for completeness and accuracy.
2. Editing and Finalizing Resumes: Necessary edits and rewrites were undertaken to ensure that the resumes accurately reflected each employee's latest achievements and experience.
3. Database Updating: Using Deltek, we updated our central database with the new information. This not only refreshed individual resumes but also ensured that our entire resume pool was current and ready for use in proposals and marketing efforts.

This case study highlights the efficacy of using a structured, technology-driven approach to manage resume updates in a large firm. By leveraging our Deltek database, we were able to streamline the process, maintain high-quality resumes, and ensure that our marketing and proposal materials always featured the most up-to-date and relevant information about our team members.

Project Information Management: Keeping Project Portfolios Up-to-Date

Just as vital as managing resumes is maintaining up-to-date project information. This includes project descriptions, milestones, and outcomes – all crucial for marketing and business development efforts. Here’s how to effectively manage this process:

1. Diverse Update Methods: Consider annual updates, project milestones, pursuit-driven updates, award submittals, and initiative-driven updates. Choose the method that best aligns with your firm's needs and project types.
2. Project Update Process: Establish a routine for gathering project information, such as sending out Project Information Profiles (PIPs) alerts to project teams and scheduling site visits for in-depth understanding.
3. Automated Reminders and Checkpoints: Use Deltek Vantagepoint to set up workflow alerts for project updates at various milestones, ensuring no project goes unaccounted for.

Forward-Thinking Project Management: Begin with Your Goals in View

An essential aspect of managing project information effectively is to start with a clear understanding of how this information will be utilized. For instance, if a project is a potential candidate for a Design-Build Institute of America (DBIA) award, it's crucial to collect comprehensive design and construction details right from the start. Anticipating the requirements of award submissions or other future uses can guide what data to gather throughout the project's lifecycle. Utilizing past award criteria as a template for data collection ensures you capture all necessary details for future submissions.

Case Study: Site Visit Program

A practical application of this forward-thinking approach can be seen in a construction firm in Florida, which has established an effective site visit program to collect robust project information. Their marketing manager shared insights into their process, which I’ve adapted to optimize using Deltek Vantagepoint.

1. Pre-Visit Preparation: Prior to site visits, a Project Information Profile (PIP) is sent to the project team via an email alert workflow. The project engineer fills in key details like project costs, square footage, and client information into the project record linked in the email.
2. Collaborative Meetings: The project's key personnel, including the project manager, safety manager, and quality control manager, convene to discuss the project with the marketing representative. These meetings, often accompanied by informal gatherings over meals, foster open communication and information sharing.
3. On-Site Insights: The marketing representative tours the site, gaining a visual understanding of the project. This first-hand experience is invaluable when drafting project descriptions and stories later.
4. Drafting the Project Story: Back in the office, the marketing representative uses the insights gathered to draft a compelling narrative of the project, which is then refined and stored in Deltek Vantagepoint.
5. Final Review and Approval: The draft is sent back to the project team for final review and approval, ensuring accuracy and completeness.

Additional highlights of their site visit program include:

• Continuous Engagement: A marketing representative is assigned to each project from start to finish, responsible for collecting initial information, attending key meetings, and ensuring all relevant documents are stored in Deltek Vantagepoint. Because Vantagepoint project records often get created in the pursuit stage, the marketing coordinator field is often populated in the project record.
• Strategic Site Visits: Site visits are conducted at critical project milestones, such as kickoff, mid-point, and completion, to gather dynamic information, including lessons learned and design insights. Workflow alerts and reminders can be sent to applicable project leads when such milestones are met.
• Leveraging Award Criteria: Award submission questionnaires are used to guide the questions asked during site visits, ensuring comprehensive data collection aligned with potential award submissions.
• Integrated Photography Sessions: Marketing representatives coordinate with photographers during project photoshoots, ensuring visual documentation aligns with the project's narrative.

This case study exemplifies the benefits of a strategic, goal-oriented approach to project information management. By integrating these practices with Deltek Vantagepoint, marketing professionals can ensure their project portfolios are detailed, up-to-date, and ready to meet any marketing or proposal need.

Integrating Resume and Project Information Management

Combining the management of resumes and project information provides a holistic approach to showcasing your firm's capabilities. Both elements are integral to crafting compelling proposals and presentations, and their management should be interlinked for maximum efficiency and impact.

1. Unified Database Management: Use Deltek Vantagepoint as a central repository for both employee and project information, ensuring consistency and ease of access.
2. Streamlined Processes: Establish integrated workflows in Deltek Vantagepoint for updating both resumes and project information, reducing duplication of efforts and enhancing collaboration between departments.
3. Regular Reviews and Updates: Schedule periodic reviews of both resumes and project portfolios to ensure they reflect the most current and relevant information, leveraging automated reminders and scheduling tools within Deltek Vantagepoint.

Transform Your CRM Practices with Deltek Vantagepoint Workflows

Mastering the art of resume and project information management is crucial for A/E/C firms striving for excellence. Full Sail Partners' expertise, coupled with the power of Deltek Vantagepoint, provides a robust solution to streamline these processes, ensuring your firm's assets are always up-to-date and compellingly presented. Embrace these strategies to transform your information management into a strategic asset, enhancing both marketing and business development efforts.

As a next step in your journey to CRM excellence, we invite you to watch our webinar: "Automating CRM Success with Deltek Vantagepoint Workflows." You'll learn how to build and implement effective Vantagepoint workflows for CRM information collection and management, gaining insights into streamlining updates for projects in pursuit, enhancing project information management for proposals, and optimizing employee data processes. Just click the image below to watch today.

For marketing professionals and business developers in project-based firms, managing client relationships effectively is critical. Deltek Vantagepoint workflows provide powerful tools to automate and enhance your CRM processes, ensuring your team stays ahead in your competitive markets.

Below are five different CRM workflow examples that you can create in Vantagepoint to help speed up and automate your data management processes. Read to the end to get a bonus tip and some additional information about workflow actions and maintenance.

1. Automate Role Assignments for Efficiency

Consider the setup of a new potential project within your CRM system. The usual process may involve manually assigning a client manager or principal based on client relationships and organizational hierarchies—a task prone to human error and time-consuming cross-referencing. However, with Deltek Vantagepoint workflows, these assignments can be automated.

CRM Workflow Example: When you enter a new potential project into the system, the workflow can automatically assign the client manager and principal based on predefined rules related to the client and their organization. This not only reduces the potential for errors but also streamlines the process, freeing up your team to focus on strategy and client engagement.

2. Proactive Alerts for Immediate Action

Alerts are a critical component of staying proactive and responsive. In Deltek Vantagepoint, workflows can be set to trigger alerts—both emails and notifications—based on specific conditions within the CRM.

CRM Workflow Example: When a project’s stage is changed to “Won” or “Awarded,” an automated email can be sent to the project team, finance, and operations, prompting them to continue the project setup process. This seamless communication ensures that everyone is on the same page and ready to move forward without delay.

3. Uphold Data Quality with ‘Data Police’ Workflows

Data integrity is a non-negotiable aspect of CRM systems. Workflows in Deltek Vantagepoint can act as your 'data police', ensuring that data quality is maintained without the need to make every field mandatory.

CRM Workflow Example: If a new contact is added without crucial information such as their title or email, a workflow can display an error message, prompting the user to complete these fields before saving. This enforces data integrity rules while maintaining user-friendliness. Similarly, if a field critical for project execution is missing—such as a contact’s role or key project detail —a warning can prompt the responsible party to complete this information before proceeding.

4. Automated Reminders for Timely Follow-ups

Workflows can also be employed to keep your team on track with their responsibilities, from updating records to renewing licenses.

CRM Workflow Example: If a proposal’s due date passes without a change in its stage, a workflow can automatically send a reminder to the responsible team member. Similarly, reminders for license renewals or contract expirations can be set, ensuring compliance and uninterrupted service.

5. Dynamic Field Requirements Across Pursuit Stages

Tailoring the amount of information required at different stages of a project pursuit can greatly enhance CRM efficiency, a strategy highlighted by Stacey Ho from Otak. In Deltek Vantagepoint, workflows can be set up to adjust field requirements as a project moves from an early pursuit stage to a contracted project.

CRM Workflow Example: At the “proposal submitted” stage, the workflow might prompt users for comprehensive data including estimated fee, project manager name, etc., while at the “lead” stage, it focuses on basic project information like client name and project name. This ensures relevant and timely data collection without overwhelming the user.

Implementing Stacey Ho’s approach in your Deltek Vantagepoint workflows means your data collection is as dynamic as your pursuits, ensuring you have the right information at the right time to make informed decisions.

Bonus Tip! Proactively Audit Your CRM Data with Scheduled Reports

Regular data audits are crucial for maintaining the accuracy and relevancy of your CRM system. While not technically a workflow, you can leverage the power of monthly scheduled reports to keep your data in check. Instead of overwhelming annual audits such as when you’re preparing your firm’s holiday cards, monthly reports break down the data review process into manageable segments. This allows for more frequent and focused evaluations of your CRM data, ensuring its ongoing accuracy and usefulness.

And a bonus to routine data auditing is that you can see who is creating the records and use these monthly reports as an opportunity to do continuous CRM training!

Example: Set up a monthly report in Deltek Vantagepoint to track new and modified firm and/or contact records. This report can highlight changes in contact details, the addition of new firms, or updates to existing records. You can also create these reports to show you who created the record. By regularly reviewing this report, your team can quickly identify and rectify discrepancies, update obsolete information, and confirm the integrity of new data entries.

These reports enable your team to proactively address data discrepancies and maintain a high standard of data quality. Regular monitoring ensures that your CRM database is not just up to date, but also a reliable foundation for your marketing and business development activities. Diverse Workflow Types to Enhance Your CRM Approach with Deltek Vantagepoint In the realm of CRM management using Deltek Vantagepoint, it's vital to recognize the different types of workflows available to optimize your processes.

User-Initiated vs. Scheduled Workflows

User-Initiated Workflows: These are activated by direct interaction—when a team member makes a change to a record and meets certain criteria, the workflow jumps into action. This hands-on approach ensures that workflows are triggered by deliberate updates, making sure that every client interaction is captured and acted upon.

CRM Workflow Example: A director of marketing updates the status of a marketing campaign. Upon saving, a user-initiated workflow can trigger a sequence of follow-up tasks for the team to execute, ensuring that no opportunity for client engagement slips through the cracks.

Scheduled Workflows: This workflow type functions autonomously, running at predetermined times regardless of user activity. It’s the silent engine in the background, keeping the CRM machine well-oiled and functional without the need for constant user intervention.

CRM Workflow Example: Imagine a scheduled workflow that evaluates project stages every Friday at 5 PM. If a project in an “In Pursuit” stage step has been idle for a certain period (more than 60 days, for example), the workflow can prompt a notification to the assigned business developer to take action.

Workflow Actions: The Muscle Behind Automation

Workflow actions are the actual mechanisms by which automation is applied within your CRM. While these may vary across different systems, Deltek Vantagepoint offers a robust selection of actions:

• Errors or Warnings: These are crucial for maintaining data accuracy. If a field is incomplete or incorrect, the system can flag this with an error or warning—either as a simple notification or by preventing the user from proceeding until the issue is rectified.
• Email Alerts: Tailored emails can be dispatched to specific individuals or groups based on their role or involvement with a record, such as notifying a Project Manager when a project is awarded.
• Alert Notifications: Similar to email alerts, you can send a notification to a selected person or group when the conditions that you specify for the workflow are met, ensuring visibility and prompt attention.
• Field Updates: Changes in one part of the record can trigger updates in another, keeping the data congruent and up-to-date without manual entry.
• Activity Creation: A core function in Deltek systems, this action can, for instance, automatically schedule a debriefing meeting when a project is marked as lost.

Advanced users may also employ more complex actions such as executing stored procedures or SQL scripts, providing a level of customization and control suited to unique business requirements.

Incorporating these varied workflows into your CRM strategy with Deltek Vantagepoint not only increases efficiency but also provides a structured, error-minimized approach to client relationship management. Understanding and utilizing the full spectrum of workflow actions available in Deltek Vantagepoint is key to harnessing the full potential of your CRM system, turning routine data management into strategic asset management.

Regular CRM Workflow Maintenance

Maintaining the efficiency and accuracy of your workflows is as crucial as setting them up. Julie Huval from Beck Technology shares a proactive approach to ensure that your Deltek Vantagepoint workflows continue to function optimally.

Biannual Workflow Checkups: To keep workflows running smoothly, it’s important to conduct regular maintenance. Beck Technology implements a biannual cleaning routine, which involves revisiting and updating their workflows to ensure they align with current business processes and data requirements.

Example: Julie maintains a running list on their Kanban card of items to be reviewed and cleaned every six months. This list serves as a living document, constantly updated with new items identified by the team. When the scheduled cleaning quarter arrives, a new Kanban card is created from this master list to guide the cleaning process, ensuring nothing is overlooked.

Adopting a similar maintenance strategy for your Deltek Vantagepoint workflows, as practiced by Julie Huval and her team at Beck Technology, can significantly enhance the longevity and effectiveness of your CRM system. Regular maintenance not only keeps your workflows aligned with your current business needs but also paves the way for continuous improvement and efficiency in your data management practices.

Leverage Deltek Vantagepoint CRM Workflows for Competitive Advantage

By embedding Deltek Vantagepoint workflows into your CRM strategy, you can enhance the productivity of your marketing and business development teams. The automation of mundane tasks, timely alerts, strict data governance, and the setup of automated reminders can transform the pace and precision of your client management operations, ultimately contributing to a streamlined, efficient, and more profitable business practice.

As we've explored the various ways Deltek Vantagepoint can revolutionize your CRM strategy, remember that these insights are just the beginning. To truly harness the full potential of these dynamic workflows, firsthand experience and guidance are invaluable. We invite you to watch our webinar, where we'll dive deeper into the practicalities of setting up and optimizing various CRM workflows in Deltek Vantagepoint. Click the image below to access the webinar.

For many years, project-based firms have utilized multiple technology platforms to track different pieces of crucial information. Perhaps human resources, finance, marketing, and project managers all have been using a separate platform at the same firm. How does information flow? Is it a manual process, are the systems integrated, or does everything stay siloed? There are numerous benefits to housing enterprise resource planning (ERP) and client relationship management (CRM) information in ONE accessible platform. Here in this blog, let’s check out 6 reasons for project-based firms to have an integrated CRM and ERP.

#1 Simplify, Streamline, and Save

We all want to streamline relevant business and project-based matters where we can, right? Having all CRM and ERP data in one platform, the information only needs to be entered once. ONE TIME. The data entry point can vary from browser to app, to Outlook, or to another platform, but it ultimately only gets typed in once. When integrating CRM and ERP, gone are the days of having to search through multitudes of emails to find out who last spoke to the pertinent client to get important details.

Additionally, having ERP and CRM systems together as one may be a cost savings as well. There's no additional hosting, no, or less, integrations to manage, and no additional platform to learn, maintain, and train on. This is a prime example of the concept that "less is more."

#2 Find the Latest Information with Less Noise

Just think of employee-client interactions and the information that is gathered as a firm resource. Business resources, especially for project-based firms, are meant to be shared efficiently, and that information should be available when others need it. Furthermore, new information is constantly coming in and a CRM tool provides your teams a platform to document and share this information, keeping everyone informed. With one clear space to keep this information organized, you can expect fewer logins, fewer emails, and less noise. Moreover, if CRM data is captured timely and correctly, it takes significantly less time to research the latest communications with clients. This activity tracking can help keep pursuits and projects on track.

#3 Increased Collaboration

Roles within a project-based firm sometimes have a defined description, and oftentimes the same information can be significant to different roles within the business. Whether it's key performance indicators (KPIs), pipeline reports, win rates, resume information, or contact lists, having ERP and CRM data in one place promotes collaboration between departments. This is especially true with human resources, finance, and marketing groups. This sharing of data located in one place allows understanding of other areas of the company, thereby creating a healthier collaborative environment firm-wide.

#4 Transparency Allows for Productivity

Executives, managers, leaders, and even staff, in project-based firms, want to know what work may be coming up. While they all may have their specific reasons for this knowledge, they shouldn't have to rely on someone else to distribute the information that they are looking for when they need it for their own purposes. Transparency can keep employees at all levels informed and therefore productive. And why not allow them to see this information on the platform in which they are already working? 

Whether it's timesheets or project records, most employees are in their firm's ERP daily and should be able to quickly access what information they desire in one place. Employees should have the ability to see the big picture as well as drill down to their specific information.

Take for example, that according to the 44th Annual Deltek Clarity A&E Industry Study, win rates were strong among A&E firms, but there was a decline in the number of proposals submitted. Having the visibility of win rates certainly allows for a stronger Go/No-go process, which allows project-based firms to be selective, and effective, in the work they pursue.

#5 Use Accountability to Create Consistency 

With transparency comes accountability. Principals, seller-doers, and business developers with project-based firms should be held accountable for keeping their colleagues informed. Winning work is imperative for project-based firms, and communications and pursuits are firm resources. For this to be successful, however, there needs to be support and enforcement from all levels of leadership. With an integrated CRM and ERP, information about upcoming pursuits or projects flows freely and everyone can be held accountable. Consistency is crucial to success.

#6 Leap Toward Digital Maturity

Another finding in the 44th Deltek Clarity Study is that more than 82% of A&E firms anticipate being “advanced” or "digitally mature” in the next five years. Strategic technological improvements are a big focus for both project management and financial management. Is your project-based firm part of this trend? Having CRM and ERP woven together is certainly a step toward digital maturity.

Now is the Time to Integrate Your CRM and ERP

These six compelling reasons clearly show the value of integrating your CRM and ERP into one system. You’d agree that every project-based firm would benefit from cost savings and increased collaboration firm-wide among other benefits. Is your firm ready to make the move? If so, one of our CRM consultants would be happy to discuss it with you!

Congratulations! Your firm just spent months evaluating different CRM systems, selecting one, and then countless hours configuring the system and entering the initial information into the system. You can now sit back and let this wonderful new CRM system do all the work for you, right?!?! Wrong! 

You’ve probably heard the saying “garbage in, garbage out” at least a dozen times throughout your CRM process. Well, the real problem is to get ANY information into the system – garbage or not! After working for nearly two decades begging people to enter their information into the CRM, I’ve discovered a few tips to help *encourage* my project managers, principals, and other seller-doers to get their information into the system – good or bad information.  

In this article, I’ll share 12 expert tips to get your project managers enthusiastic and motivated to leverage the power of CRM. Let's dive in! 

Tip #1 Provide Training

Knowledge is power! To ensure project managers feel confident using the CRM system, offer training sessions. Offer training sessions early and often. Offer training in different formats – written, lecture, and hands-on. Offer the training in big groups and one-on-one. Offer training in scheduled sessions and on-demand as needed. Offer bite-sized training teaching them only what they need to know for certain tasks like entering a contact or updating an opportunity.

I hope you’re beginning to realize that training isn’t just a check-the-box type task. You can’t just host one lunch-and-learn and expect everyone to remember everything and then do it. Instead offer regular on-going training in different formats. Create and provide cheat sheets, checklists, and short video tutorials.

When someone asks you to enter information, use that as a teaching moment to share your screen and go through it with them. In my experience, people are hesitant to add information to the CRM because they don’t know how and/or they are afraid of messing something up.

Teach them how to navigate the system, input data effectively, and explore its powerful features. By equipping them with the necessary skills, you empower them to excel in their role.

Tip #2 Emphasize Benefits

Paint a clear picture of how entering CRM information benefits both the project and individual project managers. Showcase how it improves project visibility, streamlines collaboration, and enhances data-driven decision-making. When project managers understand how CRM contributes to their success, they'll be motivated to embrace it.

I highly encourage all my CRM implementation teams to enter as much information as possible into the system before it’s rolled out to the users. This includes information about key clients, contacts, and activities. Then in the training, you can show a key client record with all the history and conversations. Displaying these complete client records during the training shows what’s possible but with real-life, real-time information that will be more meaningful to the audience.

Tip #3 Simplify User Interface

Nobody wants to get lost in a maze of complex screens and confusing menus. Ensure that the CRM system has a user-friendly interface. Keep it simple, visually appealing, and intuitive to navigate. By reducing the learning curve, project managers will feel more at ease while entering CRM information.

Tip #4 Set Clear Expectations

Clarity is key! Clearly communicate the expectations around CRM usage and data entry. Make it an integral part of project management responsibilities and ensure all project managers understand the importance of timely and accurate data input. When expectations are crystal clear, project managers can align their efforts accordingly.

I recommend keeping the data entry tasks simple at first. For example, just ask them to enter a new contact for each new business card they get. Another example would be for you to create all new opportunity records, but you just want them to go into existing records to update the stage and/or add notes – only updating one or two fields in existing records. Start small until they get comfortable with the system.

Tip #5 Align with Existing Processes

Integrate CRM data entry seamlessly into existing project management processes. When the CRM system complements its current tools and workflow, project managers will perceive it as a valuable addition rather than a burdensome task. By making it a natural part of their routine, you'll see increased adoption.

If your firm is already using the accounting functions of Deltek Vantagepoint, then your project managers should already be comfortable working within the system to set up and manage project financials as well as complete their timesheets. Introducing additional fields and processes to track client relationships and pursuits shouldn’t be too heavy of a lift.

Tip #6 Offer Mobile Accessibility

In today's fast-paced world, mobility is crucial. Provide project managers with mobile access to the CRM system through a dedicated app or mobile-friendly website. This allows them to update information on the go, making data entry more convenient and efficient. Mobile accessibility brings flexibility to their fingertips.

Deltek Vantagepoint has a Mobile CRM app. Don’t forget to show your project managers this capability. I’ve found that the interface for the Mobile CRM app is often easier to understand and enter data for beginning CRM users.

Tip #7 Integrate with Outlook for Gmail

Chances are your project managers spend a significant amount of time inside their Outlook or Gmail inbox, managing emails, scheduling meetings, and coordinating with team members. So, why not bring the CRM system to their inbox? By integrating the CRM with Outlook or Gmail, you can streamline their workflow and make CRM data entry a seamless part of their email management process.

With the Vantagepoint Outlook Integration, for example, CRM users are able to do the following directly from Outlook:

• Track and log emails as Activities
• View, add or update Firm, Contact, or Project records
• Send scheduling links to Contacts
• Record scheduled meetings as Activities

To see the Outlook Integration in action, check out this mini-demo showing how it looks in your Outlook inbox and this mini-demo to see how you can sync your calendar.

Tip #8 Gamify the Process

Who doesn't love a good game? Introduce a touch of gamification to make CRM data entry engaging and fun. Create leaderboards, recognition, or rewards for project managers who consistently maintain accurate and up-to-date data. Gamification injects a sense of friendly competition and encourages active participation.

Tip #9 Regularly Communicate Value

Communication is vital to maintain enthusiasm. Regularly share success stories, metrics, and insights derived from the CRM system. Demonstrate how CRM data contributes to project success and celebrate wins. When project managers see the impact of their data, they'll be motivated to continue entering information diligently.

Tip #10 Seek Feedback and Iterate

Project managers' opinions matter! Actively seek feedback on the CRM system and data entry process. Listen to their suggestions and concerns and iterate accordingly. By involving project managers in the improvement process, you create a sense of ownership and make them feel valued.

Tip #11 Provide Ongoing Support

Support is the backbone of success. Identify one team member as a CRM super user in each office or department. This superuser is then available to answer any questions, help troubleshoot issues that occur, collect feedback from users, and/or identify other areas for improvement and automation of the system.

By providing the necessary support, you ensure project managers feel empowered and encouraged throughout their CRM journey.

Tip #12 Lead by Example

Actions speak louder than words. As a leader, actively use the CRM system yourself. Lead by example and showcase the benefits of CRM to your team. A great way to do this is to ditch the spreadsheets and display the CRM system on the screen in business development/marketing meetings. Actually, bring up the list of the records on the screen and update them in real time during the meeting. This shows the project managers just how easy it is to use your CRM system.

When project managers see their leaders engaging with the system, it reinforces its importance and encourages adoption at all levels.

Unleash the Power of Your CRM

By following these 12 expert tips, your project managers will not only see the value of entering CRM information but also enjoy the process. Remember, CRM is not just about data entry; it's about leveraging insights to drive project success. Together, let's harness the potential of CRM and take our projects to new heights.

Deltek Vantagepoint CRM is a powerful solution designed specifically for project-based businesses. With its user-friendly interface, seamless integration with Outlook and Gmail, and robust features, it empowers project managers to streamline their workflows, enhance collaboration, and make data-driven decisions. By leveraging Deltek Vantagepoint CRM, you can elevate your project management success like never before.

To learn more about how Deltek Vantagepoint CRM can revolutionize your project management processes, visit our resources page. Discover firsthand how this innovative solution can transform the way your project managers enter CRM information, unleash actionable insights, and drive project success.

Together, let's harness the full potential of Deltek Vantagepoint CRM and propel your projects to new heights. Don't wait - take the next step toward unlocking the power of CRM today!

Hey there fellow project-based businesses! Are you tired of losing out on new opportunities to your competitors? Do you struggle to produce powerful and convincing proposals that win new business? If so, you're not alone! With the competition for new business constantly increasing, it's more important than ever to have an efficient and effective business proposal development process. 

That's where we come in. As a provider of Deltek Vantagepoint software and consulting services, we know what it takes to streamline the proposal development process and increase your win rate. In this blog, we'll share with you some hot tips to help you improve your business proposal development process. 

From creating checklists and assigning tasks to subject matter experts, to knowing when to bid or no bid, and avoiding information overload, we've got you covered. We'll also dive into the importance of using graphics, creating an executive summary that wins, and keeping in touch with your references. 

By implementing these tips, you'll be able to increase your proposal process efficiency and gain a competitive edge. So, let's get started and win some business! 

Tip #1 – Create a Checklist 

Let's say you're working on a proposal for a huge project that your company has been eyeing for months. You've spent weeks pouring your heart and soul into it, working long hours and sacrificing your weekends to make it perfect. You finally hit the submit button and breathe a sigh of relief, feeling confident that you've done everything right. 

But then, a few days later, you receive an email from the client stating that your proposal was rejected because a crucial document was missing that you forgot to include. Your heart sinks as you realize that all your hard work has gone down the drain because of a simple mistake. 

This is where creating a checklist comes in. By starting the proposal process with a checklist, you'll be able to ensure that you don't forget anything important. You can study the request for proposal (RFP) and create a comprehensive list of all the requirements, forms, and documents that need to be included in your submission. 

Not only will a checklist help you avoid the worst-case scenario of submitting an incomplete proposal, but it will also help you stay organized and on track throughout the proposal development process. You'll be able to check off each item on the list as you go, giving you peace of mind that you're on the right track and that you're not missing anything important. 

So, take the time to create a checklist at the beginning of your proposal development process. It may seem like a small step, but it could save you from a major headache and disappointment down the line. 

Tip #2 - Identify Areas of Focus for Subject Matter Experts (SMEs) 

Now, imagine that you're working on a proposal for a major construction project, and your company is going up against several other firms to win the contract. The proposal is due in just a few days, and you're feeling the pressure to get everything done on time. 

You've got a team of subject matter experts (SMEs) working with you, but they're all busy with other projects and responsibilities. You've assigned them sections of the proposal to work on, but you haven't given them specific guidance or direction. As a result, they're all working in different directions, and their contributions don't mesh well with the rest of the proposal. 

When you finally put all the pieces together, you realize that the proposal doesn't flow well and that some of the information is contradictory or incomplete. You try to fix it on your own, but it's too late. The deadline has passed, and your proposal is rejected because it's not well-organized or well-written. 

This is where identifying areas of focus for SMEs comes in. By working with your SMEs to identify key sections of the RFP that are relevant to their expertise, you can help them focus their time and energy on the most important parts of the proposal. You can also provide them with clear guidance and direction on what you're looking for, and how their contributions should fit in with the rest of the proposal. 

By doing this, you'll be able to ensure that everyone is working together towards a common goal and that the proposal is well-organized, well-written, and cohesive. You'll also be able to make the most of your SMEs' limited time and expertise, which will help you create a stronger proposal and increase your chances of winning the contract. 

So, don't underestimate the importance of identifying areas of focus for SMEs. It may take a bit of extra time and effort, but it will pay off in the end by helping you create a more effective and efficient proposal development process. 

Tip #3 – Have a Kickoff Meeting 

The kickoff meeting is a crucial step in the proposal development process. It's the first time that everyone working on the proposal comes together to discuss their roles, set expectations, and establish a plan of action. Here are some key things to keep in mind when planning your kickoff meeting: 

• Bring everyone together: The kickoff meeting should include all the contributors who will be working on the proposal. This includes subject matter experts, writers, editors, graphic designers, and anyone else who will be involved in the process. 
• Set expectations: Use the kickoff meeting to set clear expectations for everyone involved in the proposal development process. Discuss timelines, writing assignments, and writing guidelines, and make sure that everyone knows what's expected of them. This will help ensure that the proposal is completed on time and meets all the necessary requirements. 
• Discuss the win strategy: Use the kickoff meeting to discuss the win strategy and major themes of the proposal. This is your chance to brainstorm ideas, identify your strengths and weaknesses, and come up with a plan to differentiate your firm from the competition. By doing this, you'll be able to create a proposal that speaks directly to the client's needs and showcases your unique value proposition. 

• Assign tasks: During the kickoff meeting, assign specific tasks to each contributor. Make sure that everyone knows what they need to do and when it needs to be done. By doing this, you'll be able to keep everyone on track and ensure that the proposal is completed on time and to the best of your team's ability. 
• Establish communication channels: Finally, use the kickoff meeting to establish communication channels for the proposal development process. Make sure that everyone knows how to communicate with each other and how often they should be checking in. This will help ensure that everyone is on the same page and that the proposal development process runs smoothly. 

In summary, the kickoff meeting is a crucial step in the proposal development process. By bringing everyone together, setting expectations, discussing the win strategy, assigning tasks, and establishing communication channels, you'll be able to create a proposal that stands out from the competition and meets all the necessary requirements. 

Tip #4 – Know When to Bid or No Bid 

Knowing when to bid or no bid is a critical decision in the proposal development process. To make this decision, evaluate the risks involved in the project, consider your competition, and assess your firm's capabilities. You should also look at the financials to ensure that the project is financially viable and that you'll be able to make a profit. 

If the risks outweigh the benefits, the competition is too fierce, or you don't have the necessary capabilities or financial resources, it may be best to no bid on the project. Trust your instincts and don't let the pressure to win new business cloud your judgment and lead you into making a bad decision. By making an informed decision about whether to bid or no bid, you'll be able to focus your resources on the most promising opportunities and increase your chances of success in the long run. 

Tip #5 – Avoid Information Overload 

Does this sound familiar? You've spent weeks gathering data, conducting research, and writing the proposal. You're confident that you've provided all the necessary information and then some. 

However, when the client receives your proposal, they're overwhelmed by the amount of information and technical details. They can't find the key points and important details buried in the mountains of data and irrelevant text. 

As a result, they rejected your proposal and chose another firm that presented a more focused and concise proposal. Your proposal failed to convey the key points and information that the client needed to make an informed decision. In the end, all of your hard work and effort went to waste. 

To avoid this scenario, it's important to remember that more information doesn't always make a better proposal. Instead, you should focus on providing the necessary information that supports your proposal and clearly conveys your message to the client. 

To do this, you can: 

• Focus on the key points: Identify the key points and information that the client needs to know and make sure that those are highlighted in your proposal. 
• Be concise: Use clear, straightforward language and avoid jargon or technical terms that the client may not be familiar with. Keep your proposal concise and to the point. 
• Use visuals: Consider using visuals, such as charts, graphs, and diagrams, to help convey complex information in a clear and concise way. 

• Avoid including irrelevant information: Don't include irrelevant information or details that don't support your proposal. This can distract the readers and make it harder for them to understand the key points of your proposal. 
• Use an appendix: If you have additional or unrequested information that you want to include, consider using an appendix. This allows you to provide the information without overwhelming the readers with unnecessary details. 

By following these pointers, you can avoid information overload and create a proposal that is clear, concise, and effective in conveying your message to the client. 

Tip #6 – Avoid Stale Boilerplate Content 

To avoid stale boilerplate content, conduct periodic reviews of your proposals and identify any outdated or inaccurate information. This is important because boilerplate content that is outdated or inaccurate can damage your credibility with the client and lead to a lost opportunity. To keep your proposals fresh and current, update any outdated or inaccurate content and customize it for each specific proposal to show the client that you understand its unique needs. 

When conducting reviews, consider the following questions: 

• Does the content accurately reflect our current approach, services, and focus? 
• Are there any outdated statistics, case studies, or references? 
• Is the language clear, concise, and free of jargon? 

Once you've identified any outdated or inaccurate content, update it to reflect your current approach and services. This may involve researching new statistics or case studies, rewording content to reflect changes in your approach, or removing irrelevant information. 

Customizing your boilerplate content for each specific proposal is also important. This shows the client that you understand its unique needs and requirements and are committed to meeting those needs. Use the client's own language and terminology, and make sure to address specific concerns and challenges. 

Avoiding stale boilerplate content is crucial to creating effective proposals. By conducting periodic reviews, updating outdated or inaccurate content, and customizing your content for each specific proposal, you'll be able to create proposals that are fresh, relevant, and effective in communicating your message to the client. 

Tip #7 – Use Graphics 

Using graphics in your business proposals can be a powerful way to convey complex information and help your proposal stand out from the competition. When using graphics, make sure that they are relevant to the content of your proposal and support your key points. This will help you to emphasize important information and convey complex data concisely. 

To use graphics effectively, keep them simple and easy-to-understand. Use high-quality graphics that are visually appealing and easy to read and avoid cluttering your proposal with too many graphics or using graphics that are too complicated or difficult to understand. By using graphics to convey complex information, you can help the client to understand the data more easily and make a stronger case for your proposal. 

Tip #8 – Write an Executive Summary that Wins 

Writing an executive summary that wins is crucial to making a strong impression on the client and winning the project. To do this, focus on the key points of your proposal and highlight the most important information that the client needs to know. Keep your executive summary clear, concise, and to the point, and use language that shows that you understand the client's needs and requirements. 

Use your executive summary to differentiate your firm from the competition and highlight your unique value proposition. Use a strong opening sentence or paragraph to grab the client's attention and make them want to read more. By creating an executive summary that is focused, clear, and compelling, you can make a strong impression on the client and increase your chances of winning the project. 

Tip #9 – Keep in Touch with References 

Keeping in touch with references can help to build and maintain relationships that can be valuable for future business opportunities. After using a reference in a proposal or project, take the time to thank them for their endorsement and let them know that you appreciate their support. This can help to strengthen your relationship with the reference and increase the likelihood that they will recommend you in the future. 

In addition to thanking your references, it's also important to keep them informed about future reference requests. Let them know about any upcoming opportunities where you may need to provide references and ask if they would be willing to serve as a reference again. By keeping your references in the loop and showing your appreciation, you can build strong relationships that can be valuable for future business opportunities. 

Tip #10 – Set Firm Deadlines 

You're working on a proposal for a major project with a tight submission deadline. You've set internal deadlines for each stage of the proposal development process, but some team members are not taking these deadlines seriously and are falling behind in their tasks. As a result, the proposal is not progressing as quickly as it should be, and there is a risk that you will miss the submission deadline. 

To avoid this scenario, it's important to set firm deadlines and hold team members accountable for meeting them. Make sure that all team members understand the importance of meeting their deadlines and the consequences of not doing so. By setting firm deadlines and holding team members accountable, you can ensure that the proposal is completed on time and to the highest standard possible, increasing your chances of winning the project. 

Setting firm deadlines is crucial to keeping your proposal development process on track and ensuring that you meet the submission deadline. Treat internal deadlines as firm deadlines, hold team members accountable for meeting them, and make sure that all team members understand the importance of meeting their deadlines. By doing so, you can ensure that the proposal is completed on time and to the highest standard possible. 

Increase Proposal Process Efficiency 

In conclusion, it's important for project-based firms to have an efficient and effective business proposal development process to increase their chances of winning new business. By incorporating these tips into your proposal development process, you can gain a competitive edge, increase your firm's win rate, and ultimately, grow your business. If you want to increase your business proposal efficiency even more, see how to leverage Deltek data to power OpenAsset and how a DAM can help firms increase productivity and scale for growth by clicking the image below.