Prevent Proposal Panic: Strategies for Your Timely Data Calls

In the dark corridors of proposal management, few fears send a chill down a proposal manager’s spine like a looming deadline. Picture this: you’re the proposal manager responsible for an ambitious bid, where every detail must align, every section must sparkle, and every data call must come back on time. But there’s a catch—several parts of the proposal rely on information from external partners.

And the clock? It’s ticking.

At first, everything seems manageable. You meticulously lay out the schedule, marking the interim deadlines for each partner, sharing the timetable in advance, and stressing how crucial every piece of data is to a successful, timely submission. But soon, the nightmare begins. Partner A misses the first interim deadline with no response, and Partner B sends back incomplete data, requiring follow-up and revisions. The missed deadlines pile up like leaves in a haunted forest, and the margin for error narrows each day.

As the final submission date looms, your inbox fills with cryptic responses: “Will have it to you shortly,” “Need another day,” or worse yet—silence. You chase, follow up, and escalate, but to no avail. Each clock tick feels like a relentless drumbeat, signaling the approaching doom of a missed deadline.

Finally, you receive the final bits of data at the last minute, a chaotic mix of partial responses and missing details. With no time left for thorough edits or rewrites, you’re left scrambling to stitch together a patchwork proposal. You submit with seconds to spare, but the damage is done: a proposal that could have been stellar is now riddled with gaps, all because of the nightmare of relying on partners who failed to deliver.

How to Keep the Deadline Monster at Bay

To help you avoid this horror story, here are some strategies to ensure timely data submissions and keep your proposal on track, even when others threaten to derail it:

• Set Clear Expectations Upfront: Begin every project by setting crystal-clear expectations with all partners. Clearly define interim deadlines, the quality of data required, and how delayed responses will impact the final proposal.
• Use Frequent Check-Ins: Schedule regular check-ins well before each milestone. These sessions should confirm progress, address concerns, and emphasize the importance of timeliness. Verify everyone knows the entire schedule to create a sense of shared accountability.
• Establish a Data Quality Standard: Specify the quality level required for each submission. Consider creating a checklist for partners to help them understand exactly what “high-quality data” means to prevent incomplete or unpolished submissions.
• Employ a Risk Mitigation Plan: Create a backup plan for key data, particularly for critical sections that rely on external information. Designate in-house subject matter experts (SMEs) or backup contributors who can step in if a partner doesn’t deliver.
• Implement Accountability Tools: Use automated project management tools or shared dashboards that flag when a deadline is missed. Providing visibility into progress keeps partners accountable and alerts you quickly to any deviations from the timeline.
• Communicate Consequences Calmly: If deadlines slip, calmly but firmly communicate to partners the consequences of missed interim deadlines. Reiterate that late submissions or low-quality data can affect the entire proposal’s competitiveness and their workshare.

Conclusion

By taking proactive steps, you can exorcise the haunting specter of missed deadlines and unreliable partners. With a solid plan, your proposal’s path will remain clear—even when others try to cast shadows over your hard-won success. Happy Halloween, and may your next deadline be less… terrifying. 🎃

Relevant Content

• Advanced scheduling
• The art of the data call: 4 data calls you can issue today
• The art of the data call: proof points that POP
• Video: Teaming Strategies Unveiled: Beyond APMP BOK

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).

Brenda Crist

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