I have read many technical documents that are collages of past documentation. The worst is when it’s a proposal. Why? Proposals are vehicles for companies to get more business. If the proposal looks like a bad cut+paste job of past proposals, it could cost you the contract. I have seen proposals where writers even forgot to omit the last organization’s name, and the paragraphs had dissimilar phrases. Many businesses commit these mistakes, even Fortune 500 companies.
Here are three easy steps that can help you avoid such errors:
1. After carefully reading the proposal instructions, make sure to have a brainstorming session to discuss what the RFP is asking - One of the last companies that I worked for needed my assistance in writing the biggest proposal of their company’s history. I remember the first “brainstorming” session I had with them. Instead of focusing on the agency’s needs and the Request for Proposal (RFP) requirements, they were more focused on how they could use past proposals and technical documentation. That meant a lot of “cut and pasting”-a recipe for disaster! As I quietly took notes, I asked, “The proposal said they wanted innovative ideas they had not heard before. What are you doing to address this subject?” A pause. I asked a few more questions, and then it dawned on me. They overlooked many of the key components that the agency emphasized in the RFP. Pretend you are an outsider (if you are unable to do this, have someone from another department assist you). Read the entire RFP, or a similar document, in detail. While you’re reading it, write down the requirements of the RFP. Then come up with questions that you would want answered if you were the organization.
2. Do research on the organization - Identify past issues and criticisms on the contract they need assistance with. Another company needed my assistance in writing a proposal in response to a RFP. I read the government agency’s RFP and did research on the type of technology they needed built. I found reports from the Inspector General and even the General Accountability Office (GAO). When I spoke to the Proposal Manager, I asked him if he read those reports that could assist us in tailoring the proposal to fit their needs. He looked perplexed. “GAO has a report on the agency?” Do plenty of research. Check newspapers, government agencies’ sites, and the organization’s site. I guarantee that many times they have been saying for awhile that they need assistance with this.
3. Edit at least TWICE if you will be using old documentation in the proposal - After the proposal is complete, thoroughly edit the document at least twice to ensure that you do not have any past organizations’ names, the flow is superfluous, and you have satisfied all of the RFP’s requirements. Many people skip on this part, yet it is probably the most important in guaranteeing that a proposal won’t be kicked back or thrown away. If you can afford it, have someone outside the company edit the document for you. It is always better to have a fresh pair of eyes edit a document to eliminate bias. If you remember these three easy steps, you will avoid those issues when mixing past documentation into a new proposal. You can apply these three principles to any document (i.e. design document, white paper, grant). Laziness is frowned upon-just be sneaky and use these tips.
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Tags: business, Business Services, Government agency, old proposals, proposal, proposal writing, Request for proposal, reusing old proposals, rfp, rfps, Writing and Editing
