How to Manage Large Teams with Winning Strategies Now

Managing a large group of stakeholders and SMEs during a proposal effort can feel like trying to herd cats during a thunderstorm. Deadlines are tight, input can be inconsistent, and everyone juggles competing priorities. Without the right strategies, chaos can derail even the most promising proposal. But, with the right tools and mindset, you can transform disorder into streamlined success. Here are seven tips to consider:

1. Define Roles and Responsibilities Early

At the outset of the proposal effort, clearly outline who is responsible for what and when. Provide detailed guidance on each team member’s deliverables and deadlines. Use a work breakdown structure (WBS) and responsibility assignment matrix (RACI chart) to avoid confusion, ensure accountability, and prevent critical tasks from slipping through the cracks.

2. Create and Enforce a Master Schedule

Develop a comprehensive master schedule that includes milestones, deadlines, and review dates. Share it widely and ensure everyone knows the consequences of missing deadlines. Tools like Microsoft Project or Excel can help you visually track progress and flag potential delays.

3. Standardize Templates and Guidelines

Providing standardized templates for resumes, past performance, and technical content minimizes variability and simplifies the review process. Include style guides and examples to verify stakeholders submit compliant, well-formatted content.

4. Conduct Focused Kickoff Meetings

Set the tone for success with a well-planned kickoff meeting. Use this opportunity to outline expectations, explain the process, and address questions. Follow up with meeting notes and reference documents to verify alignment and buy-in from all participants.

5. Use Collaboration Tools

Use technology to your advantage. Content management platforms like SharePoint, Microsoft Teams, or Google Workspace can centralize documents, track updates, and provide transparency. Set permissions to ensure stakeholders access only the sections they are responsible for, reducing confusion and version control issues. Use artificial intelligence (AI) platforms to summarize or quickly check content progress.

6. Institute Iterative Quality Checkpoints

Establish regular checkpoints to review progress and address challenges. Incorporate iterative reviews to catch errors and gaps; don’t wait until a standard color team review occurs to catch issues. Iterative quality checkpoints ensure consistency, compliance, and readiness across all contributors.

7. Incentivize Participation and Collaboration

Encourage active participation by recognizing and rewarding strong contributions. Whether through public acknowledgment, small rewards, or simply sharing team successes, fostering a culture of collaboration can keep morale high and the project on track.

Conclusion

Managing large groups of stakeholders and SMEs requires disciplined processes, effective communication, and a bit of finesse. By implementing these tips, you can transform a potentially chaotic process into a well-orchestrated effort that delivers high-quality, compliant proposals—on time and budget. Remember, the more structure you put into your process, the more successful your proposal team will be. Lohfeld Consulting is here to help you master proposal management challenges and achieve winning results. If you need help, don’t hesitate to contact us.

Relevant Information

• VIDEO: Teaming Strategies Unveiled: Beyond APMP BOK

• How Proposal Review Teams Can Derail Your Win
• How to Lead Proposal Teams on the Fly

By Brenda Crist, Vice President at Lohfeld Consulting Group, MPA, CPP APMP Fellow

Lohfeld Consulting Group has proven results specializing in helping companies create winning captures and proposals. As the premier capture and proposal services consulting firm focused exclusively on government markets, we provide expert assistance to government contractors in Capture Planning and Strategy, Proposal Management and Writing, Capture and Proposal Process and Infrastructure, and Training. In the last 3 years, we’ve supported over 550 proposals winning more than $170B for our clients—including the Top 10 government contractors. Lohfeld Consulting Group is your “go-to” capture and proposal source! Start winning by contacting us at www.lohfeldconsulting.com and join us on LinkedIn, Facebook, and YouTube^(TM).