Mastering Subcontractor Chaos: Delivering on Time and Quality

Working with a single subcontractor on a proposal is manageable, but handling ten or more—each with its own timeline, style, and process? It can feel like herding cats. When subcontractors each have a piece of your winning puzzle, keeping them aligned, on schedule, and delivering high-quality content is paramount. So, what’s the best way to keep these moving parts from falling off track? We posed this question on several LinkedIn groups, and 161 respondents gave the following answers:

• 28% – Strong project timelines
• 29% – Quality review checkpoints
• 29% – Standardized templates/guides
• 2% – Incentives for good work

Breaking Down the Essentials

Our survey revealed a near-tie among three crucial practices for managing multiple subcontractors:

Strong Project Timelines (28%)

When time is tight, clear timelines become the backbone of any proposal involving multiple players. Building a master schedule that includes buffer times for potential delays helps keep everyone on track. By clearly communicating deadlines upfront and emphasizing dependencies, you can reduce the risk of bottlenecks.

Quality Review Checkpoints (29%)

Establishing checkpoints ensures subcontractors’ work arrives on time and meets the high standards that a winning proposal demands. Regularly scheduled reviews can reveal issues early on, allowing time for corrections and refinements. Think of these checkpoints as quality guardrails, providing structure while keeping subcontractors on track.

Standardized Templates/Guides (29%)

The same percentage of respondents stressed the importance of standardized templates and guides. Templates reduce ambiguity, making it easy for subcontractors to follow a cohesive format and meet compliance requirements. From headers and fonts to phrasing and content structure, templates ensure consistency—a win for both readability and evaluation.

The Outlier: Incentives for Good Work (2%)

Incentives may be appreciated, but they weren’t seen as essential. In fast-paced proposal development, intrinsic motivation to win and the opportunity for repeat work can often drive subcontractors to give their best without the need for additional enticements.

Conclusion

Managing a proposal with ten or more subcontractors may seem overwhelming, but by setting strong project timelines, establishing quality checkpoints, and using standardized templates, you can create a streamlined, high-quality process. While incentives might add a bit of sparkle, the real power lies in organization and structure. When the stakes are high, remember that a well-coordinated team of subcontractors can make all the difference between an average proposal and a winning one.

Relevant Content

• Proposal Kickoff – Laying the groundwork before RFP release

• How crazy subcontractors can kill your bid

• 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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