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COVID-19 Means No War Rooms, No Wall Walks – Overcoming Remote Working Challenges for Proposal Teams

2 min read

Evelyn Wolf

Overcoming Remote Working Challenges for Proposal Teams

Most Bid Center teams have been thrust into working from home. COVID-19 has accelerated the concept of the Modern Workplace in our proposal industry. No more contract war rooms, no more face-to-face meetings, no more collaboration through wall walks.

At the same time, pressure on proposal teams has increased. Government agencies publish RFPs, solicitations, and contract opportunities daily. In fact, with the latest government stimulus plans, the tempo has increased for many. This means making informed bid / no bid decisions faster. And, if you decide to work on a proposal you must understand all requirements reliably and quickly and from a remote workplace. And you can’t take on extra staff easily due to constraints placed on your company’s overheads and COVID-19 uncertainty.

In-person meetings are gone, war rooms are shut. What next?

Physical meetings are not possible. We are working from home. This “Modern Workplace” increases risk and potential quality loss to proposal teams. And this is not surprising, most teams haven’t worked 100% remotely until now. Remote workforces completely new tools and new behavior patterns on teams. Most of us were already using conferencing tools like Skype, Zoom, and GoToMeeting. But we now need to look at the proposal process itself. Here are some areas to consider.

Reliable shreds, easy to generate, simple to share

As a proposal manager, you must fully understand and communicate the requirements. Nothing has changed there. But you can now automate the tedious copy/paste activity that goes into any shred. The risk of missing a requirement and not including it in your Compliance Matrix is as important as ever.

Copy/paste is something most of us are familiar with when shredding a document by hand. We likely don’t have the luxury of hiring staff to help us. So, anything that can reliably speed this task will help. Introducing solutions like VT Docs to your proposal management process doesn’t just speed up your process. It cuts down on human error too. What if requirements are buried in areas of the RFP outside of sections C, L, and M? How do you efficiently shred the SOW, PWS, etc.?

It’s easy to miss key requirements when you’re under a time crunch, and now working remotely. Without the benefit of colleagues down the hall to bounce things off.

So, if you can cut that time from hours to minutes, you optimize your process. It doesn’t mean you don’t read the content, it simply equates to saving massive amounts of copy/paste time. Going from hours to minutes.

Then you can easily share a shred as an Excel spreadsheet with colleagues. In fact, you can even use an automated shred as a way of sizing likely effort, and as a starting point for your bid / no bid decision.