stop wasting precious proposal time! chris simmons, rainmakerz consulting llc apmp georgia...
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Stop Wasting Precious Proposal Time!Stop Wasting Precious Proposal Time!
Chris Simmons, Rainmakerz Consulting LLCAPMP Georgia Chattahoochee Chapter
September 29, 2010
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The Time Management Challenge The Time Management Challenge Basic NeedsEating, Sleeping, Exercise, Relaxing
Significant OthersAdrienne, Spencer, Shea, Family, Friends
Work• Proposals• Other billable• Non-Billable• APMP
OtherChurch, PTA,Chores, Hobbies
8,760 hrs.
Many of us spend too much time at work leaving precious little time for other (more important) things.
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The Time Management Solution The Time Management Solution
Being more productive at work means more personal time for you.
Basic NeedsEating, Sleeping, Exercise, Relaxing
Significant OthersAdrienne, Spencer, Shea, Family, Friends
Work• Proposals• Other billable• Non-Billable• APMP
OtherChurch, PTA,Chores, Hobbies
8,760 hrs.
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Time Management Challenges…Time Management Challenges…
The most frequently mentioned proposal development issues are related to time management.
(Source: 24Hour Company Issues, April, 2008)
….for Proposal Professionals
‘Issues’ Survey Not enough time to respond No respect for proposal schedule deadlines Limited resources that increase time
pressures The biggest challenge I face is time! 12 other time related issues
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The History of Time ManagementThe History of Time Management
Time management started more than 6,000 years ago and continues to increase in popularity and diversity.
Egyptian-built obelisks Middle East (3500 BC)
Egyptian sundial (1500 BC)
Greek/Roman water clocks (100 BC)
Spring powered and pendulum clocks (1600 AD)
Quartz (digital) watches (1920)
Cesium atomic clock NIST (1967)
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Proposal Management ChallengesProposal Management Challenges
Many proposals are doomed for failure even before they begin, largely because there isn’t enough time.
APMP Conference
RFP issued
Proposal kickoff
Proposal due date
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7 Time Management Reco’s and Tips7 Time Management Reco’s and Tips
The seven high impact recommendations and tips will help you get more out of your proposal in less time.
Deadly Sins
Days in a week Habits of highly effective people
Lucky Number ‘7’
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1. Set Ground Rules and PLAN 1. Set Ground Rules and PLAN
Thorough advanced planning is one of the cornerstones of managing time efficiently and effectively.
CapturePlan
Proposal Plan
Opportunity overview
Customer analysis Competitor analysis Critical success
factors Win strategy High-level
solution(s)
Proposal team organization
High-Level outline Methodology Schedule Processes, tools.
Templates Lessons learned
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• Priorities • Constraints
RFP
Methodologies
• ShipleyAssociates• SM&A
• CapturePlanning.com• LORE
Story-boards
Pink Gold
15-day Schedule
Use a Proposal Development MethodologyUse a Proposal Development Methodology
Use the appropriate methodology and take proposal priorities and constraints into account.
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Secure Appropriate ResourcesSecure Appropriate Resources
Verify the right number of resources with the right skills.
50 page target All new narrative (industry average = 5 pages/day) 5 days to complete 1 writer
Technical Section:
1. Base section on boilerplate (not recommended)2. Work writer 16+ hour days (not recommended)3. Request another full-time writer
Options:
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Pick the Right Time and Start Meetings on Time…Every TimePick the Right Time and Start Meetings on Time…Every Time
Starting meetings on time shows you mean business and value everyone’s time.
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2. Organize the Work into Small, Manageable Steps2. Organize the Work into Small, Manageable Steps
Let’s……understand the RFP…determine solution(s)…develop an outline…storyboard/module plan
Let’s… …start writing and review in a week
Don’t let your proposal team go off for too long on a single task.
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Don’t plan to work weekends, but be prepared if it becomes absolutely necessary.
Avoid Scheduling Work on Weekends…at least initiallyAvoid Scheduling Work on Weekends…at least initially
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Mutually Agree on DeadlinesMutually Agree on Deadlines
Work with your team to close the gap between the perfect world and a less than perfect reality.
When can it be done? When will it be done!
Best case scenario No constraints Optimum efficiency
Constraints Limitations Miscommunicati
on Inherent
inefficiencies Murphy’s Law
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Set Deadline Windows and Avoid the COB Syndrome Set Deadline Windows and Avoid the COB Syndrome
Deadline windows help to bridge the gap between the perfect world and the practical realities of the real world.
Storyboard deadline window
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Set Specific Deadline Times (within the windows) Set Specific Deadline Times (within the windows)
Set specific deadline times that strike a balance between writer needs and reviewer demands.
Storyboard deadline window
“Your section is due on June 18th at 11:00am in the SharePoint SB folder with all checklist items complete.”
Writer’s Checklist
File name Sections complete Spell check Passive voice (<5%) Sentence length Forbidden words +/- 10% pages
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3. Focus on Status and Next Steps3. Focus on Status and Next Steps
Keep the team accountable with daily status summaries and action item lists with owners and due dates.
“Almost done” “Done but I haven’t
turned it in” “95% completed” “Waiting on input from…” “Something came up”
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Use a Section Status SummaryUse a Section Status Summary
Review a simple color-coded status summary during daily stand-ups to identify proposal bandits.
For Murder:
Vicky Volume(Section
1)
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Schedule Time-OutsSchedule Time-Outs
Schedule time-outs to confirm understanding, to reset expectations, and reach a mutual commitment to action.
WHEN? Missed deadlines Incomplete work Poor quality Low output
WHY? Discuss circumstances Confirm understanding Reset expectations Commit to action
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4. Keep Interactions Short and Action-Oriented4. Keep Interactions Short and Action-Oriented
Meetings, conversations, and email messages can be big time wasters if not managed closely.
?12
6
39Meetings
Conversations
Email Messages
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MeetingsMeetings
Always distribute an agenda with time allocations and manage the meeting to finish early.
Agenda Item-1 (12:05) Item-2 (12:15)o Item-3 (12:30)o Item-4 (12:45)o Item-5 (1:15)
How long is this meeting going to go? I’m going to be late for golf!
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ConversationsConversations
Avoid detailed personal conversations on project time.
DO’s Get to know co-workers Develop rapport Be cordial Have fun Keep it short Talk about it at lunch
DONT’S Discuss detailed
personal issues/problems
Be disruptive to others 10+ minute personal
conversations
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Never send a chain-mail, joke mail, or other non-work related message to your team.
E-Mail MessagesE-Mail Messages
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5. Don’t Hesitate to Escalate5. Don’t Hesitate to Escalate
A big part of having enough proposal time is making sure the right resources are in place to do the job.
“Houston, we’ve got a problem.”(Jim Lovell, Apollo 13, April 14, 1970)
The Team We Need? The Team We Have!
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Clearly Define Roles and ResponsibilitiesClearly Define Roles and Responsibilities
Make sure the proposal organization is clearly defined and effectively communicated.
Ed Executive Carl Capture
Matt Manager
Carol Coordinator
Vicki Volume
Lead
Kurt Cost
Walter Writer
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Develop and communicate viable options with resource alternatives or reset expectations if necessary.
Proposal A: ‘Must Win’ Detailed plans and
processes Additional resources Reassignments Training Additional equipment Specialization SME/Operational
support Graphics rich Themes and
discriminators
Provide Management with Realistic Options and Trade-offs Provide Management with Realistic Options and Trade-offs
Proposal B: ‘Make Due’
No plans Limited resources Static organization Do your best….. Lack of
experience/skills Generalists Boilerplate Unsubstantiated
claims and marketing fluff
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6. Communicate, Communicate, Communicate6. Communicate, Communicate, Communicate
One of the most common proposal team problems is the inability to communicate even basic ideas.
“Do as much as
you can by Wednesday morning.”
“It’s due tomorrow (Tuesday) at 10am.”
“It’s due tomorrow around 10
(pm?).”
“I think it’s due by COB.”
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You Hear What You Want to Hear!You Hear What You Want to Hear!
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In general, return messages using the same communication channel.
Use the Right Communication Channel Use the Right Communication Channel
Voicemail Message
TelephoneCall? Email?
Face-to-face? Ignore?
InstantMessage?
Telephone Call
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Walk the HallsWalk the Halls
Management (by walking around) can make communication more efficient and effective.
How is it going?
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7. Make it Better the Next Time7. Make it Better the Next Time
Make lessons learned a standard part of your proposal development process.
Low
Lo
w
High
Hig
h
EFFECTIVENESS: Securing the win
EF
FIC
IEN
CY
: G
ett
ing
it in
Ad hoc processes Not enough resources Lack of discipline Internal focus Too much boilerplate Working more/winning less
Standard processes ‘Right’ people, tools and
templates Disciplined approach Customer focus A lot less boilerplate Working less/winning
more
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Solicit feedback from a wide variety of proposal team members and put it in writing.
Get Feedback in Writing Get Feedback in Writing
Feedback Form Score Summary
Very Satisfied (5.0)
Mostly Satisfied (4.0)
Satisfied (3.0)
Partially Dissatisfied (2.0)
Very Dissatisfied (1.0)DeliveryProcess
ProjectManagemen
t
FinalDeliverable
People/Team
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Develop recommendations for improvement and discuss with management to develop an action plan.
Develop Action-Oriented RecommendationsDevelop Action-Oriented Recommendations
Identify strengths and improvement areas
Develop action-oriented recommendations
Deliver to appropriate management
Suggest a time to discuss
• Level of resources• Experience/Skills
mix• Roles/
Responsibilities• Communication
• BD/Capture• Proposal
Management• Proposal
Development• Proposal Production• Technology Process• Communication
• Document Management
• Version Control
• Knowledge Management
• Communication
People
Process
Technology
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What TM Gurus and Wannabees SayWhat TM Gurus and Wannabees Say
Make a “To Do’ list every day Use spare minutes wisely It’s OK to say “No” Review your notes every day Get a good night’s sleep Become a taskmaster Don’t waste time agonizing Keep things in perspective Use technology wisely Prioritize ruthlessly
Time management gurus and wannabees have similar time management concepts and recommendations.
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What if…Time is Really Running Out?What if…Time is Really Running Out?
Time is all you have. And you may find one day that you have less than you think. ---Randy Pauch (www.thelastlecture.com)
Time must be explicitly managed
You can change your plan, but only if you have one
Are you spending your time on the right things?
Develop a good filing system Rethink the telephone Delegate Take a timeout
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Time IS on Your Side…YES IT IS!Time IS on Your Side…YES IT IS!
Shea (5) and Spencer (8) Adrienne
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ReferencesReferences
1. About.com, 11 Time Management Tips, Susan Ward2. About.com, Determining Your Personal Return on Investment, Susan Ward3. CollegeBoard.com, Time Management Tips for High School Students4. Getting Things Done: The Art of Stress Free Productivity, David Allen, Penguin Books,
20015. Journal of the Association of Proposal Management Professionals, The Big Proposal
Management Study of 2009, Spring/Summer 20096. Linked-In (www.linkedin.com) APMP Group Discussion7. New York Times, Meetings are a Matter of Precious Time, Reid Hastie, January 17, 20098. ShipleyAssociates Proposal Guide for Business and Technical Professionals
(Winning Business), Third Edition9. TFCN (www.federalcontractor.us) Program/Project Management; Business Development
Group Discussions10. The 7 Habits of Highly Effective People, Simon & Schuster, 1989 11. The CapturePlanning.com MustWin Process Workbook, 2008 Edition12. The Last Lecture, Randy Pausch, Hyperion, 2008
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Chris SimmonsPrincipal
Rainmakerz Consulting LLCwww.rainmakerz.biz
202-255-2355