Chesapeake Chapter Webinar Go Virtual or Go Home

June 19, 2014

Kelson Forsgren and Jack Fagan

Session Overview

Define “virtual” and discuss trends and implications

Discuss best practices and pitfalls Some “tips and tricks” Summary and Q&A

#WIN

What do We Mean by “Virtual Proposal Management”?

More than just electronic submittal

Contributors are not all co-located

Dependent on technology to communicate and manage

We’ve been doing it and it will continue – more than a trend

Typical Challenges of Virtual Proposal Development No defined process to do proposals – virtual requires process definition

Decision gates often “short-changed” (or ignored)

No clear understanding of roles and responsibilities

Little consequence for late task completion – schedule, schedule, schedule

• Long distance accountability lacking

Recognition often goes to the non-contributors

Often a perception that the proposal is not important, if done virtually

“Proposals are free” – Perception increases if team is virtual

The Keys to Virtual Proposal Management

1. Produce Schedule Early – make it highly visible to team

2. Clarify and Publish Team Roles and Responsibilities

3. Hold an Effective Kickoff Meeting (early planning)

4. Write and Develop Great Content

5. Develop Quality Theme Statements

6. Conduct Content Reviews and Edits

7. Facilitate Effective Color Team Reviews

8. Coach, coach, coach

Additional Virtual Best Practices

Leverage technology tools and personnel (including Millennials)

As tasks are assigned, ask the responsible individuals to restate their understanding and acceptance

Assign someone other than the person chairing the call to keep detailed minutes—or record the call

Check progress of dispersed teams frequently Test your submission process for hardware and

software compatibility

Effective Virtual Kickoff Meetings are Vital –

Don’t Shortchange This Step!

Apply Best Practices for a Virtual Proposal Kickoff Meeting Separate the initial core team planning call from the

proposal call – otherwise you’re covering too much Establish clear lines of authority Establish a detailed, written agenda and distribute it

early enough to permit participants to prepare Take the time to poll participants for acceptance after

each agenda item

Plan an Effective Kickoff Meeting

Effective Virtual Proposal Reviews are a MUST -

Don’t Shortchange This Step!

Facilitating Virtual Reviews – Is it Different?

Use Virtual Review Team Tools Consistently

• Use informative headings

• Preview content

• Place important points first

• Keep setups short

• Write effective subject lines

• Emphasize key information

• Create an appropriate tone

3 Steps to Effective Virtual Team Content Reviews: Step One - Be Clear

Content Review Step Two: Be Concise

Revise Paragraphs Revise Sentences Revise Words

Content Review Step Three: Be Correct Consult references Check spelling,

punctuation, and grammar Resolve word problems Verify consistency with

document and requirements

Confirm nomenclature and identities (acronyms)

Double-check math

Review: Virtual Proposal Development

Summary The trend is here to stay: You

Must Leverage Virtual Resources

New generation of workforce comfortable with virtual tools/approach

Pitfalls to avoid

Best Practices and Keys to Success

Discipline and process will win the day

Contact Information Kelson Forsgren

Jack Fagan888.772.WINS (9467)

kforsgren@shipleywins.comjafagan@shipleywins.com

www.shipleywins.com