We are often asked how to best manage a proposal process. By proposal process, this is not just the actions that take place once a RFP is issued. The proposal process begins long before that activity. For best practices in proposal management, the proposal process needs to begin before the market research phase begins. Saving the discussion of what the proposal process is for another posting, this article addresses some tools that are helpful in the full life cycle management.

For companies just starting out, if funds are limited, choosing tools can be a tricky decision. However, as with any job, choosing the right tools can make a task easier, more efficient and effective. Tracking leads and opportunities is the first step for good management. Tracking can be accomplished through a well-maintained spreadsheet, shared via an online system, or less desirable via email. A more reliable tool is Salesforce.com. Salesforce.com allows a central respository for lead data, allows multiple people to provide input and updates, and provides an effective means to track/report results.

Managing the documents and people pursuing an identified opportunity is the second step. Our company works with different systems depending on our clients requirements. We have organized and established company specific internal systems, using various tools such as eRoom and Sharepoint. But the best system (in our opinion) is Privia by SpringCM (www.privia.com) which is now fully integrated with Salesforce.com. We sort of stumbled across them while working on a client project – and were so impressed – we have become an authorized reseller of the system as well as provide technical and process support for companies who need help in setting up their internal processes. We also offer a special arrangement for companies wishing to test Privia. Through Comprehensive Proposal Services, we can offer month to month arrangements, plus small number access (buying directly from Privia typically requires a 10 seat purchase, with an annual contract).

The key to any successful proposal process is to document your process and have a common area for proposal history (past performance, past proposals, opportunities summaries). A common error is to rely on individual resources (computers, memory etc). If a computer crashes or a person leaves – corporate knowledge and history is lost.

So at the very least – establish and document your processes; establish and update a repository; and capture, document and retain all critical information regarding opportunities considered.

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