Time Traps: Breaking Free from Proposal Gridlock

If you’ve ever watched your proposal timeline unravel like a spool of loose thread, you’re not alone. In a recent LinkedIn poll, we asked bid and proposal professionals, “What delays your proposals the most?” The top culprit? Subject matter expert (SME) availability, which 34% of 574 respondents cited as their primary roadblock. Pricing delays came in second at 28%, followed by solution/data gaps (22%) and leadership edits (16%). Another respondent cited delays in subcontractor information collection.

These aren’t just numbers; they’re symptoms of deeper dysfunctions that, left unchecked, can cost you the win.

The Four Horsemen of Proposal Delays

1. SME Delays (34%)
   SMEs must often balance billable work and client demands, which makes their proposal input feel like a luxury. However, waiting on SMEs puts proposal teams in a reactive and stressful mode. The fix: Assign a proposal liaison to each SME, break down requests into smaller, time-boxed chunks, and create reusable content that reduces dependency on last-minute input.
2. Pricing Delays (28%)
   Pricing is often the last piece to fall into place—especially when solution elements are unclear or leadership continues to adjust strategy. This option got my vote. The fix: Establish clear pricing gates and schedule mock pricing exercises early. Cross-functional collaboration between pricing, capture, and solution architects can minimize the risk of last-minute recalculations.
3. Solution/Data Gaps (22%)
   Proposals frequently stall when teams realize too late that they don’t have the necessary technical or performance details. This is where capture and pre-RFP activities are essential. The fix: Use solutioning workshops, competitor analyses, data calls, and draft RFP reviews to surface and resolve gaps before writing begins.
4. Leadership Edits (16%)
   While executive review is vital, late-stage rewrites driven by leadership can derail an otherwise solid draft. The fix: Set expectations upfront by involving executives in the final evaluation. Ensure they know that last-minute changes will add to the bottom line of the bid and proposal budget.

Break the Cycle, Win More Often

Every delay costs time, money, and morale. But more importantly, it undermines your ability to submit a high-quality, compliant, and compelling proposal. Use the results of our LinkedIn poll to spark internal conversations about where your bottlenecks lie. Then, build the structure, processes, and accountability to overcome them.

Relevant Information

• How to generate accurate proposal schedules (Part 1 of 2)

• How to generate accurate proposal schedules (Part 2 of 2)

• How to develop effective proposal schedules

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).