Stop Wasting Precious Proposal Time Chris Simmons Rainmakerz

Stop Wasting Precious Proposal Time! Chris Simmons, Rainmakerz Consulting LLC APMP Georgia Chattahoochee Chapter September 29, 2010

The Time Management Challenge Basic Needs Eating, Sleeping, Exercise, Relaxing Significant Others Adrienne, Spencer, Shea, Family, Friends Work • • Proposals Other billable Non-Billable APMP Other Church, PTA, Chores, Hobbies 8, 760 hrs. Many of us spend too much time at work leaving precious little time for other (more important) things. 2 Copyright © 2010, Rainmakerz Consulting, LLC

The Time Management Solution Work • • Proposals Other billable Non-Billable APMP Basic Needs Eating, Sleeping, Exercise, Relaxing Significant Others Adrienne, Spencer, Shea, Family, Friends Other Church, PTA, Chores, Hobbies 8, 760 hrs. Being more productive at work means more personal time for you. 3 Copyright © 2010, Rainmakerz Consulting, LLC

Time Management Challenges… …. 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 The most frequently mentioned proposal development issues are related to time management. (Source: 24 Hour Company Issues, April, 2008) 4 Copyright © 2010, Rainmakerz Consulting, LLC

The History of Time Management Egyptian-built obelisks Middle East (3500 BC) Spring powered and pendulum clocks (1600 AD) Egyptian sundial (1500 BC) Quartz (digital) watches (1920) Greek/Roman water clocks (100 BC) Cesium atomic clock NIST (1967) Time management started more than 6, 000 years ago and continues to increase in popularity and diversity. 5 Copyright © 2010, Rainmakerz Consulting, LLC

Proposal Management Challenges RFP issued Proposal kickoff APMP Conference Proposal due date Many proposals are doomed for failure even before they begin, largely because there isn’t enough time. 6 Copyright © 2010, Rainmakerz Consulting, LLC

7 Time Management Reco’s and Tips Lucky Number ‘ 7’ Days in a week Habits of highly effective people Deadly Sins The seven high impact recommendations and tips will help you get more out of your proposal in less time. 7 Copyright © 2010, Rainmakerz Consulting, LLC

1. Set Ground Rules and PLAN Proposal Plan Capture 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 Thorough advanced planning is one of the cornerstones of managing time efficiently and effectively. 8 Copyright © 2010, Rainmakerz Consulting, LLC

Use a Proposal Development Methodology Methodologies • Shipley. Associates • Capture. Planning. com • SM&A • LORE 15 -day Schedule RFP • Priorities • Constraints Storyboards Pink Gold Use the appropriate methodology and take proposal priorities and constraints into account. 9 Copyright © 2010, Rainmakerz Consulting, LLC

Secure Appropriate Resources Technical Section: 50 page target All new narrative (industry average = 5 pages/day) 5 days to complete 1 writer Options: 1. Base section on boilerplate (not recommended) 2. Work writer 16+ hour days (not recommended) 3. Request another full-time writer Verify the right number of resources with the right skills. 10 Copyright © 2010, Rainmakerz Consulting, LLC

Pick the Right Time and Start Meetings on Time…Every Time Starting meetings on time shows you mean business and value everyone’s time. 11 Copyright © 2010, Rainmakerz Consulting, LLC

2. Organize the Work into Small, Manageable Steps Let’s… …start writing and review in a week Let’s… …understand the RFP …determine solution(s) …develop an outline …storyboard/module plan Don’t let your proposal team go off for too long on a single task. 12 Copyright © 2010, Rainmakerz Consulting, LLC

Avoid Scheduling Work on Weekends…at least initially Don’t plan to work weekends, but be prepared if it becomes absolutely necessary. 13 Copyright © 2010, Rainmakerz Consulting, LLC

Mutually Agree on Deadlines When will it be done! When can it be done? Best case scenario No constraints Optimum efficiency Constraints Limitations Miscommunication Inherent inefficiencies Murphy’s Law Work with your team to close the gap between the perfect world and a less than perfect reality. 14 Copyright © 2010, Rainmakerz Consulting, LLC

Set Deadline Windows and Avoid the COB Syndrome Storyboard deadline window Deadline windows help to bridge the gap between the perfect world and the practical realities of the real world. 15 Copyright © 2010, Rainmakerz Consulting, LLC

Set Specific Deadline Times (within the windows) Storyboard deadline window Writer’s Checklist “Your section is due on June 18 th at 11: 00 am in the Share. Point SB folder with all checklist items complete. ” ü File name ü Sections complete ü Spell check ü Passive voice (<5%) ü Sentence length ü Forbidden words ü +/- 10% pages Set specific deadline times that strike a balance between writer needs and reviewer demands. 16 Copyright © 2010, Rainmakerz Consulting, LLC

3. Focus on Status and Next Steps “Almost done” “Done but I haven’t turned it in” “ 95% completed” “Waiting on input from…” “Something came up” Keep the team accountable with daily status summaries and action item lists with owners and due dates. 17 Copyright © 2010, Rainmakerz Consulting, LLC

Use a Section Status Summary For Murder: Vicky Volume (Section 1) Review a simple color-coded status summary during daily stand-ups to identify proposal bandits. 18 Copyright © 2010, Rainmakerz Consulting, LLC

Schedule Time-Outs WHEN? Missed deadlines Incomplete work Poor quality Low output WHY? Discuss circumstances Confirm understanding Reset expectations Commit to action Schedule time-outs to confirm understanding, to reset expectations, and reach a mutual commitment to action. 19 Copyright © 2010, Rainmakerz Consulting, LLC

4. Keep Interactions Short and Action-Oriented Conversations 12 Meetings 9 ? 3 6 Email Messages Meetings, conversations, and email messages can be big time wasters if not managed closely. 20 Copyright © 2010, Rainmakerz Consulting, LLC

Meetings How long is this meeting going to go? I’m going to be late for golf! ü Ø o o o Agenda Item-1 (12: 05) Item-2 (12: 15) Item-3 (12: 30) Item-4 (12: 45) Item-5 (1: 15) Always distribute an agenda with time allocations and manage the meeting to finish early. 21 Copyright © 2010, Rainmakerz Consulting, LLC

Conversations 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 Avoid detailed personal conversations on project time. 22 Copyright © 2010, Rainmakerz Consulting, LLC

E-Mail Messages Never send a chain-mail, joke mail, or other non-work related message to your team. 23 Copyright © 2010, Rainmakerz Consulting, LLC

5. Don’t Hesitate to Escalate The Team We Need? The Team We Have! “Houston, we’ve got a problem. ” (Jim Lovell, Apollo 13, April 14, 1970) A big part of having enough proposal time is making sure the right resources are in place to do the job. 24 Copyright © 2010, Rainmakerz Consulting, LLC

Clearly Define Roles and Responsibi Ed Executive Carl Capture Matt Manager Kurt Cost Vicki Volume Lead Carol Coordinator Walter Writer Make sure the proposal organization is clearly defined and effectively communicated. 25 Copyright © 2010, Rainmakerz Consulting, LLC

Provide Management with Realistic Options and Trade-offs Proposal A: ‘Must Win’ Detailed plans and processes Additional resources Reassignments Training Additional equipment Specialization SME/Operational support Graphics rich Themes and discriminators Proposal B: ‘Make Due’ No plans Limited resources Static organization Do your best…. . Lack of experience/skills Generalists Boilerplate Unsubstantiated claims and marketing fluff Develop and communicate viable options with resource alternatives or reset expectations if necessary. 26 Copyright © 2010, Rainmakerz Consulting, LLC

6. Communicate, Communicate “It’s due tomorrow (Tuesday) at 10 am. ” “It’s due tomorrow around 10 (pm? ). ” “Do as much as you can by Wednesday morning. ” “I think it’s due by COB. ” One of the most common proposal team problems is the inability to communicate even basic ideas. 27 Copyright © 2010, Rainmakerz Consulting, LLC

You Hear What You Want to Hear! 28 Copyright © 2010, Rainmakerz Consulting, LLC

Use the Right Communication Channel Telephone Face-to. Call? face? Email? Instant Message? Voicemail Message Ignore? Telephone Call In general, return messages using the same communication channel. 29 Copyright © 2010, Rainmakerz Consulting, LLC 29

Walk the Halls How is it going? Management (by walking around) can make communication more efficient and effective. 30 Copyright © 2010, Rainmakerz Consulting, LLC

Standard processes ‘Right’ people, tools and templates Disciplined approach Customer focus A lot less boilerplate High Low EFFICIENCY: Getting it in 7. Make it Better the Next Time Ad hoc processes Not enough resources Lack of discipline Internal focus Too much boilerplate Working more/winning less Working less/winning more Low High EFFECTIVENESS: Securing the win Make lessons learned a standard part of your proposal development process. 31 Copyright © 2010, Rainmakerz Consulting, LLC

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) Delivery Process Project Management Final Deliverable People/ Team Solicit feedback from a wide variety of proposal team members and put it in writing. 32 Copyright © 2010, Rainmakerz Consulting, LLC 32

Develop Action-Oriented Recommendations People • • Level of resources Experience/Skills mix Roles/Responsibilities Communication Process • • • BD/Capture Proposal Management Proposal Development Proposal Production Technology Process Communication Technology • Document Management • Version Control • Knowledge Management • Communication Identify strengths and improvement areas Develop actionoriented recommendations Deliver to appropriate management Suggest a time to discuss Develop recommendations for improvement and discuss with management to develop an action plan. 33 Copyright © 2010, Rainmakerz Consulting, LLC

What 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. 34 Copyright © 2010, Rainmakerz Consulting, LLC

What if…Time is Really Running Out? 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 Time is all you have. And you may find one day that you have less than you think. ---Randy Pauch (www. thelastlecture. com) 35 Copyright © 2010, Rainmakerz Consulting, LLC

Time IS on Your Side…YES IT IS! Shea (5) and Spencer (8) 36 Copyright © 2010, Rainmakerz Consulting, LLC Adrienne

References 1. 2. About. com, 11 Time Management Tips, Susan Ward About. com, Determining Your Personal Return on Investment, Susan Ward 3. College. Board. com, Time Management Tips for High School Students 4. Getting Things Done: The Art of Stress Free Productivity, David Allen, Penguin Books, 2001 5. Journal of the Association of Proposal Management Professionals, The Big Proposal Management Study of 2009, Spring/Summer 2009 6. Linked-In (www. linkedin. com) APMP Group Discussion 7. New York Times, Meetings are a Matter of Precious Time, Reid Hastie, January 17, 2009 8. Shipley. Associates Proposal Guide for Business and Technical Professionals (Winning Business), Third Edition 9. TFCN (www. federalcontractor. us) Program/Project Management; Business Development Group Discussions 10. The 7 Habits of Highly Effective People, Simon & Schuster, 1989 11. The Capture. Planning. com Must. Win Process Workbook, 2008 Edition 12. The Last Lecture, Randy Pausch, Hyperion, 2008 37 Copyright © 2010, Rainmakerz Consulting, LLC

Chris Simmons Principal Rainmakerz Consulting LLC www. rainmakerz. biz 202 -255 -2355 38 Copyright © 2010, Rainmakerz Consulting, LLC