Proposal Managers should be using at least three matrices during the proposal development process.  It might seem tedious, but it does help keep the team organized and on track.  This is in addition to a proposal schedule that ties everything together.  Here are the three matrices that you should know about:

Compliance Matrix

After you have decided to bid and have read the Request for Proposal (RFP) a couple of times, you want to create a Compliance Matrix.  This ensures that you respond to every requirement that the potential client wants you to fulfill.  A compliance matrix is also a great aid when you are reviewing the proposal with the team.  Team members can use it as a roadmap from the RFP to the proposal.

It is usually in a tabular format, and it provides (at a minimum) the following information:

• RFP section
• Description
• Proposal section
• Person responsible
• Additional Notes

Responsibility Matrix

To ensure that every part of the proposal is properly resourced, you want to create a Responsibility Matrix.  This will show the responsibility and the people responsible for it. You can also show if the person is the primary point of contact, or he/she is secondary.

You want to, at least, show the following information:

• Item
• Person responsible
• Page limit (if any)
• Milestones with due dates

Response Matrix

It is good practice to submit a mini compliance matrix with your proposal, so that reviewers can quickly find the information that they need. Believe me; you will score some points by providing one.  It should only show:

• RFP Section
• Description
• Proposal Section

Are there any other matrices that you use during your proposal development process? If so, what are they?

Tags: compliance matrix, proposal manager, proposal matrix, response matrix, responsibility matrix