With Oregon in full spring bloom, we thought a refresher of our best proposal tips and tricks might be just the thing you need to prepare for our next round of pursuits. We’ve compiled a list of ideas to help your team elevate your proposals. 

Keep Your Database Up-to-Date:

Current and accurate databases are essential for tracking leads, projects, and important details that can support your team's ability to respond quickly and effectively to RFPs and RFQs. A regularly updated database will ensure you have the most up-to-date information at your fingertips when crafting a proposal. 

Visual Presentation & Photography 

A visually alluring proposal can make or break your chances of securing a new project. It is important to invest in high-quality marketing photography to showcase your firm’s capabilities, project team members, or photos that grant a preview of your company's culture. Your visual presentation, design, and layout should complement your photos, brand, and be consistent throughout the proposal. Leverage the use of charts, infographics, and visuals to convey complex information in an accessible and engaging manner. A well-placed picture or graphic can be the perfect solution for filling up that pesky blank space on a page. 

Content Writing Tips

When writing content for your proposal, be sure that it is clear, concise, and engaging. Amplify your firm's voice in the text while staying consistent with your target audiences and the message that you are delivering. When possible, break up large bodies of text with numbered lists, bullet points, and graphical elements.Use a clear and consistent heading and subheading system throughout the document for easy navigation. And lastly, proofread, proofread, proofread! 

Align Your Differentiators With Project Needs

While it is essential for a proposal to showcase how a firm stands apart from competitors, a  winning proposal goes above and beyond to align its differentiators with the specific needs of the project. In your response, use language that demonstrates a clear understanding of the project’s goals and emphasizes how your firm’s talents, expertise, and solutions are tailored to meet those needs. This approach shows your potential client that not only is your team capable of performing the work, but  that you are the ideal partner for the project. 

Include Testimonials & Client Quotes

Testimonials and quotes from satisfied clients add credibility to your proposal. When beginning a proposal, identify previous or current clients whose projects align with the new pursuit you are bidding on (thanks to your updated database, this information is readily available!). Ask for their feedback on your work or the experience they had while working with you. A compelling quote can bolster your proposal and provide potential clients with the assurance they need to move you forward in the award process. 

Preparation & Collaboration

It is no secret that a team at full capacity trying to submit a proposal by a rapidly approaching deadline can lead to long nights and lengthy “to-do” emails. To avoid this, proper preparation and collaboration are vital to the success of the pursuit team. Start by setting clear expectations, internal deadlines, and assigning tasks to team members based on their strengths and expertise. A proposal often requires input from multiple team members—from designers to engineers to project managers and marketing staff. To manage this cross-team collaboration, assign a proposal champion to monitor and track the progress of all proposal elements. If a team member has completed their sections or is only assigned to work on one portion of the proposal, consider removing them from correspondence to avoid overburdening them with updates. As the proposal progresses, only key staff, project managers, and review teams should be left in your correspondence. This shift in your proposal process can lead to a more streamlined workflow that is mindful of your project team's time. 

We hope that May brings fresh opportunities to perfect your proposals. By following these six tips and continuously refining and improving your proposal process, you’ll be on your way to securing new partnerships and projects!