Full Sail Partners Blog | Proposal

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.

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.