As we approach the end of the year, the government proposal season tends to slow down here in the U.S.
We are busy preparing for the holidays, so we might as well use this lull as an excuse to surf the internet and catch up on holiday shopping. While it is critical to take advantage of the downtime to rest and rejuvenate, it's important not to waste the entire month away, especially if your workload is light.
This end-of-year lull is a great time to close out the year right and make sure we start next year's proposal season strong. Here are three ways to finish out your proposal year right.
1. Conduct Lessons Learned and Update Your Standard Operating Procedures (SOPs)
As the year wraps up, take a look at your lessons learned debriefs from the last year or so and analyze them for trends. Look at common themes and share those trends with your team. Although understanding these trends will help you improve in the areas that may need some work, it will also allow you to pinpoint the things that have enabled you to score well.
But don't stop there. Use the findings from your lessons learned analysis to update your business development and proposal processes where necessary. For example, if your internal surveys indicate you are consistently scrambling to produce and deliver your proposals, you might update your SOPs to start the production process earlier as seen in the graphic below.
If your customer debriefs consistently indicate a lack of customer understanding, you might scrutinize your capture process and add additional rigor surrounding the call plan execution. In addition, using this time to update your SOPs to address key shortfalls will help you improve performance in the upcoming year.
2. Refresh Your Reuse Materials
The end of the year is also an excellent time for updating your reuse materials to be current and ready to go in the new year.
How often do we complain that our baseline past performance write-ups are out of date? That we don't have enough proof points? That our metrics are old and stale? Use this time to do the research and legwork that can go by the wayside when Requests for Proposals (RFPs) are live.
When your content is ready for you during the upcoming proposal season, you'll be glad you put forth this proactive effort now!
3. Check In With Your Customers
The end of the year is also a great time to check in and pulse how your customers are doing so that you can proactively address any of their concerns. You can do this through an informal, face-to-face meeting or a more formal Third Party Assessment.
Using a third party provides a neutral venue for your customers to express opinions they might not otherwise share with you. Third-Party Assessments are independent assessments that gather meaningful and qualitative information regarding the level of customer satisfaction with your company's performance. Surveying your customers in this way can arm you with key data to give you actionable insight before any unidentified issues escalate.
Whether directly with your customer or through a Third Party Assessment, use this time to identify problems you are unaware of so that you can keep your customers happy.
Just because things are slow in the world of bids and proposals, that doesn't mean you can't still be productive. Of course, you should embrace the slower work pace and the reduced stress levels, but I encourage you to use this time to make your life easier for when the workload increases again.
Conduct lessons learned and update your SOPs, refresh your reuse materials, and check in with your customers. These efforts will help you close out the year right so that you and your company can improve in the upcoming year.
The end of the year is also a great time to improve your proposal knowledge. Check out our KSI Advantage© Capture & Proposal Guide.
This article was republished in December 2019 from Proposal Reflections. It has been updated with refreshed content on December 15th, 2021.