SMPS Marketing Coordinator Series Panel Discussion – Who’s on First Base?

Posted by commadmin on Mar. 14, 2014  /  Subscribe 0

Moderator: Libbie Krussow (ERA)

Panelists: Chrissy McNamara (KFI), Lynette Todd (Mortenson), Jackie Peacha (RSP), and Marcia Malinowski (Kraus Anderson)

Summary

During this Marketing Coordinator series, the panelists described their roles in the proposal process, and lent insight into effective strategies they use to develop the best proposal possible. The moderator asked some questions to get the ball rolling, afterwards the audience got involved for a substantial Q&A session.  This offered attendees with varying proposal responsibilities the chance to ask pointed questions to better improve their processes, and help develop better proposals for their firms.

Presentation Tidbits

Q1: Tips for dealing with people who do not meet deadlines?

• One of the best tactics for getting the information you need is to build and maintain positive relationships with executives and project managers.
• Another option, which can be used in tandem with the first, is to get started developing the information for them.  After you have information started for them, it is much easier for them to react and contribute to what you have started.

Q2: How do you say no to last minute changes?

• One option (if true) is to tell them that by implementing these changes, there is a good possibility that the deadline will be missed.
• Look at the changes and weigh the possibility of getting them completed in the time you have, against how important the new content is, and make a decision based on that result.

Q3: What sort of process do you use to get a proposal started?

• The panelists agreed that it depends on the proposal, but the majority of the time it is best to have an internal kickoff meeting. In this meeting, everything from staffing to strategy and goals are discussed. Responsibilities and expectations of the project team are established and deadlines set.
• If a kickoff meeting is not possible right away due to traveling PMs, etc. take a proactive approach and get the proposal started, you can adjust once the proposal team meets to discuss.

 Q4: What is the role of Business Development in the proposal process?

• This depends on the client and the value they have in the proposal, responsibilities vary by firm but include: perform the research ahead of time, build the relationship prior to RFP being released, facilitate partnering if necessary, bring up external factors (client’s needs/wants, competition for the project), and performing final reviews.

Q5: How do you get the necessary details to develop accurate project sheets at project closeout?

• Perform a closeout interview shortly after project has concluded; meet with the PM to gather necessary information.
• Through the use of a database such as Vision, SharePoint, Salesforce, etc. This tactic can give you highpoints to get started, and can notify you when the project has concluded, to remind you to gather the rest of the information.

Takeaway

There is no perfect approach to coordinating proposals that will work for every firm, on every proposal.  You need to find your team’s strengths and play to them.  Proposal requirements will not always be the same, it is necessary to adapt and react in order to develop the best proposal in the time given.  However using these major points emphasized by our panel will help your firm get to more interviews.

• If you have to wait on others, complete as much as possible on your own. By having something for them to expand upon, as opposed to a blank page, you are more likely to get them to contribute.
•  Kickoff meetings are essential for a smoother proposal process. Expectations are set forth, due dates can be set, strategy of the proposal/approach can be discussed, and the story can be developed.
• Find out (you probably already know) your team members’ strengths and weaknesses. Find a process that best plays to those strengths and weaknesses to get the proposal out the door. Continue refining your process as the environment changes to stay at the forefront of proposal development.

Scott Dunnwald
Marketing Assistant
Karges-Faulconbridge, Inc.

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