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From the Sales Team to the Client’s Hands: How One Person Can Manage It All

Discover how one person can effectively manage a centralized national proposal team, with a well-defined structure, streamlined processes, and multiple deliverable options. Learn the keys to success in proposal automation and accountability.

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From the Sales Team to the Client’s Hands: How One Person Can Manage It All

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  1. From the Sales Team to the Client’s Hands: How One Person Can Manage It All Jason Dingeldein – National Proposal Team Manager, BKD CPAs & Advisors Mike Clair – National Proposal Content Team Leader, BKD CPAs & Advisors

  2. Jason Dingeldein National Proposal Team Manager Coffee stout connoisseur Roller-coaster & theme park aficionado LinkedIn to Connect afterwards https://www.linkedin.com/in/jdingeldein/

  3. Mike Clair National Proposal Content Team Leader Sour ale connoisseur Slightly above-average flow ability Meme expert LinkedIn to Connect afterwards https://www.linkedin.com/in/mikeclair/

  4. Mike Clair National Proposal Content Team Leader Sour ale connoisseur Slightly above-average flow ability Meme expert LinkedIn to Connect afterwards https://www.linkedin.com/in/mikeclair/

  5. BKD CPAs & Advisors

  6. BKD CPAs & Advisors Founded in 1923 12th largest accounting firm in the country $564 million in annual revenue 36 offices in 16 states Approximately 2,600 professionals Approximately 1,700 proposal opportunities annually…that we know of ONE CENTRALIZED NATIONAL PROPOSAL TEAM

  7. BKD CPAs & Advisors ONE CENTRALIZED NATIONAL PROPOSAL TEAM

  8. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options Streamlined process with accountability Flexibility for exceptions Proposal automation

  9. Well-Defined Team Structure Proposal Team Manager Internal Review Leader Proposal Content Team Leader National Industry Content Leads Professional Development Lead Senior II Proposal Specialists Senior Proposal Specialists Proposal Specialists

  10. Proposal Specialists • Single point of contact • Consult support resources • Overall project manager • Advisor • Write, edit, format proposal docs • Highlight Win Theme & Key Points Senior II Proposal Specialists Senior Proposal Specialists • Ensure RFP compliance Proposal Specialists

  11. Proposal Content Team • Dedicated Industry Resources • Liaisons to Subject Matter Experts • Create Content & Manage Library Proposal Content Team Proposal Content Team Leader National Industry Content Leads

  12. Proposal Content Team • Dedicated Industry Resources • Liaisons to Subject Matter Experts • Create Content & Manage Library Proposal Content Team Leader National Industry Content Leads

  13. Proposal Content Team • Categorize & optimize online content library • Identify content needs & write/revise content • Edit & review content for harvesting • Create Content & Manage Library Proposal Content Team Leader National Industry Content Leads

  14. Proposal Content Team • Dedicated Industry Resources • Specialize in core market industries • Stay current with industry issues & trends • Provide content assists for specific RFP questions Proposal Content Team Leader National Industry Content Leads

  15. Proposal Content Team • Prevent SMEs from being repeatedly contacted • Build relationships with SMEs across the firm • Conduct formal SME reviews – at least annually • Maintain contact with other industry marketers • Liaisons to Subject Matter Experts Proposal Content Team Leader National Industry Content Leads

  16. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options

  17. Multiple Deliverable Options One SizeFits All

  18. Multiple Deliverable Options Full Proactive Proposal Short Form Proposal Response to RFP Response to Pre-Qualification Request

  19. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options Streamlined process with accountability

  20. Streamlined Process With Accountability Proposal Submitted with Pre-Proposal Questionnaire Style & Grammar Review Final Quality Control Review & Sign-Off Proposal Specialist Assigned & Timeline Created Pricing Determined & Approved Final Production & Delivery Kick-Off Call Final Draft Edited Complete Internal Review & First Draft Created First Draft Edited & Final Draft Created

  21. Step 1 Proposal Submitted with Pre-Proposal Questionnaire Decision to pursue – proposal team is not involved Establish Primary Proposal Contact (PPC) responsible for ensuring office deadlines are met PPC gathers all relevant proposal information to complete Pre-Proposal Questionnaire

  22. Step 2 Proposal Specialist Assigned & Timeline Created Proposal Specialist assigned to work with PPC – one point of contact on each side Timeline created by Proposal Specialist and formally agreed to by PPC – ACCOUNTABILITY! Proposal Specialist will track all deadlines throughout the process and adjust timing as needed

  23. Step 3 Kick-Off Call Formal proposal meeting between Proposal Specialist and PPC Discuss background of opportunity, key client needs, our solutions, win theme, differentiators, anticipated service team, RFP requirements, etc.

  24. Step 4 Internal Review & First Draft Created Proposal Specialist creates initial draft, including writing custom cover letter and executive summary Draft is submitted to Proposal Team Internal Reviewer Edits made and first official draft is sent to PPC for review/edits/comments

  25. Step 5 First Draft Edited & Final Draft Created PPC submits first round of edits and comments to Proposal Specialist Proposal Specialist reviews and makes edits as applicable Proposal Specialist sends final draft to PPC for review/fatal flaw edits

  26. Step 6 Final Draft Edited PPC sends final edits/comments to Proposal Specialist Proposal Specialist makes edits as applicable

  27. Step 7 Pricing Determined & Approved Proposal Specialists do not participate in pricing/fee discussions Office Managing Partners must formally submit fee approval

  28. Step 8 Style & Grammar Review Proposal Specialist sends draft to Admin Services department Document reviewed for grammar, mechanics, overall style Not reviewed for strategy, approach, win themes, etc.

  29. Step 9 Final Quality Control Review & Sign-Off Proposal specialist makes appropriate stylistic changes Final version is created with all elements in place and fees approved A member of proposal team leadership completes a quick, high level review to approve final document for release

  30. Step 10 Final Production & Delivery Final proposal document is printed (if needed) and delivered to PPC for presentation to the client

  31. Streamlined Process With Accountability Proposal Submitted with Pre-Proposal Questionnaire Style & Grammar Review Final Quality Control Review & Sign-Off Proposal Specialist Assigned & Timeline Created Pricing Determined & Approved Final Production & Delivery Kick-Off Call Final Draft Edited Complete 10 business day turnaround for full proposals 5 business day turnaround for short form proposals Internal Review & First Draft Created First Draft Edited & Final Draft Created

  32. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options Streamlined process with accountability Flexibility for exceptions

  33. So, How Can One Person Manage It All?

  34. Flexibility for Exceptions • NO CLIENT-CENTERED INFORMATION • SHORTER TURNAROUND TIME OR MISSED DEADLINE • More boilerplate • Cut a draft • No customized executive summary or cover letter • Eliminate Review(s) • Less Chance Of Winning

  35. Flexibility for Exceptions Office Proposals Office Proposals The Nuclear Option

  36. Flexibility for Exceptions Office Proposals (our way of saying no without saying no) Two options: Fee Only Letter Office short form proposal No assistance from proposal team Limited access to proposal content library

  37. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options Streamlined process with accountability Flexibility for exceptions Proposal automation

  38. Proposal Automation

  39. Proposal Automation 1,700 proposal documents annually – volume demands it Documents 60 – 90% done by software Multiple templates available Increases efficiency resulting in smaller staff required Centralized location to organize content – 6,000+ items Numerous search capabilities Streamlined process to request content assists Consistent document appearance every time

  40. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options Streamlined process with accountability Flexibility for exceptions Proposal automation

  41. So, How Can One Person Manage It All? Well-defined team structure Multiple deliverable options Streamlined process with accountability Flexibility for exceptions Proposal automation

  42. GO TO THE APMP APPAND RATE THIS SESSION NOW (while it’s fresh in your mind!)

  43. Jason DingeldeinNational Proposal Team Manager Mike ClairNational Proposal Content Team Leader BKD CPAs & Advisors https://www.linkedin.com/in/jdingeldein/ https://www.linkedin.com/in/mikeclair/

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