Chesapeake Chapter Webinar Go Virtual or Go Home

1. Chesapeake Chapter Webinar Go Virtual or Go Home June 19, 2014 Kelson Forsgren and Jack Fagan

2. Session Overview • Define “virtual” and discuss trends and implications • Discuss best practices and pitfalls • Some “tips and tricks” • Summary and Q&A #WIN

3. What do We Mean by “Virtual Proposal Management”? • More than just electronic submittal • Contributors are not all co-located • Dependent on technology to communicate and manage • We’ve been doing it and it will continue – more than a trend

4. Typical Challenges of Virtual Proposal Development • No defined process to do proposals – virtual requires process definition • Decision gates often “short-changed” (or ignored) • No clear understanding of roles and responsibilities • Little consequence for late task completion – schedule, schedule, schedule • Long distance accountability lacking • Recognition often goes to the non-contributors • Often a perception that the proposal is not important, if done virtually • “Proposals are free” – Perception increases if team is virtual

5. The Keys to Virtual Proposal Management • Produce Schedule Early – make it highly visible to team • Clarify and Publish Team Roles and Responsibilities • Hold an Effective Kickoff Meeting (early planning) • Write and Develop Great Content • Develop Quality Theme Statements • Conduct Content Reviews and Edits • Facilitate Effective Color Team Reviews • Coach, coach, coach

6. Additional Virtual Best Practices • Leverage technology tools and personnel (including Millennials) • As tasks are assigned, ask the responsible individuals to restate their understanding and acceptance • Assign someone other than the person chairing the call to keep detailed minutes—or record the call • Check progress of dispersed teams frequently • Test your submission process for hardware and software compatibility

7. Effective Virtual Kickoff Meetings are Vital – Don’t Shortchange This Step!

8. Apply Best Practices for a Virtual Proposal Kickoff Meeting • Separate the initial core team planning call from the proposal call – otherwise you’re covering too much • Establish clear lines of authority • Establish a detailed, written agenda and distribute it early enough to permit participants to prepare • Take the time to poll participants for acceptance after each agenda item

9. Plan an Effective Kickoff Meeting

10. Effective Virtual Proposal Reviews are a MUST - Don’t Shortchange This Step!

11. Facilitating Virtual Reviews – Is it Different?

12. Use Virtual Review Team Tools Consistently

13. 3 Steps to Effective Virtual Team Content Reviews: Step One - Be Clear

14. Content Review Step Two: Be Concise Revise Paragraphs Revise Sentences Revise Words

15. Content Review Step Three: Be Correct • Consult references • Check spelling, punctuation, and grammar • Resolve word problems • Verify consistency with document and requirements • Confirm nomenclature and identities (acronyms) • Double-check math

16. Review: Virtual Proposal Development

17. Summary • The trend is here to stay: You Must Leverage Virtual Resources • New generation of workforce comfortable with virtual tools/approach • Pitfalls to avoid • Best Practices and Keys to Success • Discipline and process will win the day

18. Kelson Forsgren Jack Fagan 888.772.WINS (9467) kforsgren@shipleywins.com jafagan@shipleywins.com www.shipleywins.com Contact Information