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Is a proposal development consultant the key to winning your next RFP?

Is a proposal development consultant the key to winning your next RFP?

People & Teams

When a huge opportunity crosses your desk in the form of a detailed RFP, there’s a lot of pressure to […]

Category: Author: Nicole Stanford

In her role as a Senior Customer Success Manager, Nicole partners with response practitioners to equip them with the tools and knowledge they need to meet their goals. She is a steadfast customer advocate who builds meaningful relationships through creative problem solving and continuous collaboration. Nicole is passionate about sharing response management best practices and delivering ever-increasing value to customers.
Is a proposal development consultant the key to winning your next RFP?

Is a proposal development consultant the key to winning your next RFP?

People & Teams

When a huge opportunity crosses your desk in the form of a detailed RFP, there’s a lot of pressure to get it just right. Will you be ready to create the proposal of a lifetime and seal the deal? If you’re not quite sure, hiring a proposal development consultant may pay off in a big way.

Proposal development consultants go by a number of names. Titles of the role include proposal consultant, proposal writing consultant, strategic proposal consultant or even marketing consultant. No matter what you call them, their goal is to improve your chances of winning the business. 

In this post, we’ll explore everything you need to know about hiring and working with a proposal development consultant. We’ll start with what you can expect from your proposal consultant, why you might hire one as well as interview questions to help you find the right fit.

What is a proposal development consultant?

As you might expect, a proposal development consultant works with businesses to create proposals. Sometimes they are called proposal consultants or RFP consultants. These consultants offer an outside perspective, insight and expertise. 

Typically, they have years of experience in the field. Many started their career answering proposals themselves before making the move to consulting. So, your proposal consultant should have a deep understanding of your challenges and industry.

Why hire a proposal consultant?

There are a lot of reasons to consider engaging with a proposal development consultant. For example, you may need expertise in a particular industry you’re selling into, or you may need someone to finesse your responses for a particularly lucrative opportunity. Bringing in a little help to ensure your proposal hits all the right notes will help you move forward with confidence.

When it comes to small and medium-sized businesses, they likely don’t have a dedicated proposal coordinator or manager. So, creating a timely and compelling proposal is a challenge. Beyond pulling resources away from their full-time work, it’s easy to let proposal deadlines sneak up. However, engaging with a proposal development consultant will take the burden off of the team and ensure that the project stays on track.

On the other hand, large, dedicated proposal teams face a different set of challenges. RFPs are a huge part of the overall business strategy. In these cases, proposal managers must find a balance between volume and quality. A proposal writing consultant can help by managing overflow work, consulting on key projects, evaluating and optimizing processes or simply providing an outside perspective.

It’s easy to get entrenched (and a little blinded) by a repetitive RFP process. When creating proposals becomes routine, it can be easy to overlook things that aren’t clear. In addition, little mistakes can pop up here and there. But little mistakes can make a big impression. 

A good illustration of this comes from an interview with Betsy McDonald of the Chicago White Sox. When the team was looking for an advertising agency, they received more than 60 proposals and some were memorable for all the wrong reasons.

“Our stuff needs to be perfectly proofread, so typos and mistakes in the RFP response were hard to overcome.”

Proposal development consultant services

When you hire a proposal consultant for the first time, it’s hard to know what to expect. Generally, businesses seek a proposal writing consultant to help them create content. However, they can be a great resource to your entire proposal team. They’re a wealth of knowledge, so explore the services they offer beyond writing proposal content.

Additional proposal consultant services may include:

Types of strategic proposal consultants

In your search for proposal help, you’ll find a range of organizations and individuals eager to work with you. Before you engage with one, it’s important to understand your options. Your needs will determine what type of consultant you should hire and for what services.

Proposal consultancy firms 

There are some great proposal consultancy firms that are laser-focused on finding new ways to win RFPs. Often, these organizations work in a variety of industries. One benefit of working with a group of consultants is that efficiency is built into their business model. Therefore, they probably have a tried and true process. They should be highly organized, communicative and prompt. So if speed is your highest priority, this may be the way to go.

Marketing consultant or sales consultant

Proposal management often falls into the marketing or sales department. Accordingly, you may find that a marketing or sales consultant has the proposal expertise you need. Thanks to their broad focus on the marketing landscape or sales lifecycle, these consultants can offer trend and process insights. If you’re looking for a holistic approach to RFP management consulting, this might be the way to go.

Independent proposal consultants

When you need expertise about your potential customer’s industry, there’s an independent consultant out there for you. Solo proposal development consultants generally specialize in one field. Because of their experience, they are able to create tailored responses that use the right terminology and tone. More importantly, they understand the underlying need and logic behind the questions in the RFP. To leverage the full value of this insight, engage them to perform regular reviews of the content library as a part of your knowledge management strategy.

Freelance proposal writer

Almost all proposals can benefit from an outside perspective and a second pair of eyes. In this case, a proposal freelancer may be your best choice. Often, it’s difficult to make a proposal consistent. After all, proposals are frequently written by a handful of subject matter experts and stakeholders. A freelance proposal writer will review the content to make it more powerful and compelling while creating a cohesive and error-free final product.

The Association of Proposal Management Professionals (APMP) offers a directory with proposal consultants of all types. APMP members can access the entire catalog, while non-members have limited access. Check it out here.

How to pick a proposal development consultant

From a full proposal consultancy firm to a proposal freelancer, there’s no doubt that the right consultant can be the difference between winning and losing. Speed is a crucial factor, so start with these questions ready when you interview candidates. Ultimately, the right answers will depend on your needs. But, remember to trust your gut. All the experience in the world can’t make up for a poor communicator or a bad culture fit. 

What is their process?

This should be your first question. The process they use will impact your entire team and your success. All proposal development consultants should be able to clearly articulate their best practices and work process. Be sure to communicate any relevant project background as well as your goals.

How will they communicate with you and your team?

Collaboration will be key to success. While the consultant will be able to provide input and advice, they don’t have the expertise about your business to complete the proposal themselves. Communication must be a two-way street throughout the process. How and when will they share updates? Will they need to set meetings with stakeholder and subject matter experts? How will they collaborate with you and your team?

What proposal technology do they use?

Speaking of collaboration, how does the consultant leverage technology? An RFP management tool delivers a ton of value when working with a consultant. Will they work with your team within your existing process or will they need you to adapt to them? Do they use a file share system to gather information?

Who have they worked with in the past?

Ask for references and success stories from previous clients. Inquire about their background in the industry and relevant experience. Did they do a little homework about your business? If they specialize in your industry or work with potential competitors, ask about confidentiality and data security practices.

What will they need to get started?

Once you’ve made your selection, you’ll want to move quickly and empower them with the information they need. After all, the proposal deadline waits for no one. How can you prepare your team and empower the consultant to be successful?

Investing in proposals

We all need a little help sometimes. With so many people, questions and elements involved in the RFP response process, there’s no question that organizing a proposal can be a challenge. Luckily, proposal consultants are experts that have worked through dozens, if not hundreds of similar RFPs. Their experience can provide important insight about what you may have forgotten and ideas you should consider as well as subtext about what the buyer is looking for. At the end of the day, engaging a consultant is an investment, but for the right opportunity, it can really pay off.

Can a RACI matrix improve your proposal process?

Can a RACI matrix improve your proposal process?

Products/Features/Solutions

Over my career in software, I’ve participated in a lot of projects from large-scale rebrands and implementations to relatively minor version releases. Some of these projects have gone poorly, and some have been seamless and successful. Regardless of the scope of the project and my role in it, I’ve noticed that many that have been successful have used a RACI matrix.

The RACI matrix organizes the team and keeps projects on track. It’s incredibly beneficial when responding to RFPs, security questionnaires and due diligence questionnaires. Indeed, it ensures that everyone involved in the response is on the same page from beginning to end. In this post, I’ll provide an overview of the RACI matrix, the basic steps to get started, a RACI matrix template and some pitfalls to watch out for along the way.

Contents:

What is a RACI matrix?

A RACI matrix (sometimes called a RACI chart, RACI diagram or RACI model) is a project management tool used to clearly assign the specific roles and responsibilities within a proposal project. Specifically, RACI is an acronym for roles within the process. It charts out who is Responsible, who is Accountable, who is Consulted and who is Informed.

Using a grid to create a RACI chart helps team members understand the project and players at a glance. A plan with a RACI diagram of project resources can help better forecast completion timelines. At the same time, it also eliminates confusion and delays caused by uncertainty about who should be doing what within the project. In the RFP process, the RACI matrix establishes who must be involved in which project life cycle stages, from subject matter experts to stakeholders.

RACI role definitions

Responsible (R)

The person or people who will do the work required to complete a task or make a decision. Most projects will require multiple people to be responsible for items and steps throughout the project.

Responsible role examples in RFP response process:
  • A subject matter expert (SME) is the person responsible for creating new response content
  • The salesperson may be responsible for tailoring proposal content to the client’s needs

Accountable (A)

The person who owns the work, reviews it and signs off when a task or decision is complete. When two consulted stakeholders have different opinions, the person who is accountable makes the final call. Each task should only have one person designated as accountable.

Accountable role examples in the RFP response process
  • A proposal coordinator who receives the RFP from sales and facilitates its completion
  • The salesperson who manages the proposal themselves and coordinates with SMEs
  • A marketing team member who creates the proposal and works with other parties
  • The business operations team member who works to complete the proposal and ensures it aligns with business goals

Consulted (C)

The person or people that need to provide input before a specific task is started or finalized. Each task or decision may require multiple people to be consulted. Outlining expectations for those needing consultation ensures they are ready to provide input and won’t create a bottleneck in your process.

Consulted role examples in the RFP process
  • Legal team members may need to discuss compliance and contract details
  • An IT team member or the CSIO can provide input about security or technical capabilities
  • The finance team may need to offer insights about requested financial terms

Informed (I)

The person or people who should be in the loop and informed throughout the project. Their input is not needed on the task, but they do need to know the output and receive regular progress updates.

Informed role examples in the RFP process
  • Executive stakeholders may need visibility to the sales and proposal process
  • Business operations or finance may want regular status reports to create forecasts

Benefits of using a RACI matrix

A RACI matrix provides additional benefits beyond outlining the roles and responsibilities of those involved in the proposal process. When all stakeholders and participants involved agree to the roles before the project begins, it creates a quick reference point that helps keep your team aligned. It also increases the likelihood that your project will be on time, complete and successful. Another benefit is that including the RACI matrix in your onboarding information can help new employees quickly understand the structure and process. Surely with all these benefits, it’s worth a try.

How to create a RACI project management matrix

Once you have a clear idea of the different roles, you’re ready to implement the project management RACI matrix. Here are the basic steps to follow.

  1. Identify all the tasks and decisions you need to complete.
  2. List out everyone who will participate in the project.
  3. Create your matrix. Typically, the number of tasks and decisions will be greater than the number of people participating in the project. If this is the case, you’ll want to list your tasks in the rows of the Excel chart and your involved people in the columns.
  4. Go through each task and assign roles. Make sure to only assign one A per task and at least one R, C and I.
  5. Socialize your matrix with your stakeholders, incorporate their feedback and finalize the project plan. It is key to get sign-off from all stakeholders, making sure they fully understand roles and expectations.

RFP response RACI matrix example

Let’s see it in action. In this example, a software company is responding to an RFP. The proposal is being managed by a dedicated proposal manager. An account executive owns the client relationship. The CISO must contribute proposal content. To protect the business, the legal team must have visibility to the project. And finally, business operations must be aware of how the project contributes to business goals.

Note that every task has at least one A and one R, but not every role is involved in every step.

RFP response RACI matrix template

Creating the RACI matrix isn’t complicated, but it can help to start from a template. Here’s an RFP RACI matrix template you can download.

If you want to take your RACI matrix even further or implement it across a number of teams, check out Hubspot’s free tool. 

5 potential pitfalls to watch for when using the RACI matrix:

1. Responsibility confusion

Even with the RACI diagram, there can still be some stakeholders that are either confused or don’t respect the boundaries of their roles. The most common confusion I’ve experienced is between the consulted and informed roles.

Nothing slows a project down more than someone who is designated as informed providing input as though they must be consulted. The best way to avoid this delay and conflict is to be very clear at the beginning of the project. Let each person know exactly what is expected from them and then remind them of their roles when sending out project updates.

2. Too many tiny tasks

While outlining tasks and being specific is important, including too many subtasks and dependencies in your RACI matrix can be counterproductive. If your task list is too granular, it can be hard to keep the attention of your stakeholders when reviewing the proposal for sign-off.

3. Information overload

With all the moving parts of a project — especially a big project — the RACI chart can be hard to follow. Group your tasks into project phases and your stakeholders into teams. This will keep your chart easy to digest and quick to consult throughout the project. Try adding color coding for an easy-t0-understand visual element.

4. Unbalanced workloads

The RACI matrix is not meant to be a one-man show. For instance, if one person manages too many Rs and As, they become overwhelmed. As a result, you may not get the necessary perspectives and the project may be derailed. Instead, spread the work out to the appropriate team members and help avoid a scenario where one or two people are putting in all the effort.

5. Too many opinions

If your discussions seem to go around in circles, your matrix may have too many Cs across the board. While consulting is necessary, if you consult multiple team members for every task or decision, you can easily get bogged down in unnecessary back and forth.

Think hard about who really needs to be consulted and ask yourself a few questions. Do they have knowledge that is crucial to this step of the project? Are they an expert in this particular area? Will the project be at risk if their advice is not considered? If you answer no to these questions, consider updating your matrix and changing these people to informed instead of consulted.

Should you use a RACI chart for project management?

So, can a RACI matrix ultimately improve your proposal process? If you’ve ever walked away from project kick-off or weekly stand-up not knowing who was doing what, or if your projects get behind because the wrong people get involved and the right people aren’t consulted, a proposal RACI matrix might be a good tool for you.

To create a more efficient process, you might consider Responsive RFP software. You’ll save hours over manual processes and make lives easier for those who are Responsible, Accountable, Consulted and Informed.

How to build a winning proposal team

How to build a winning proposal team

People & Teams

Behind the scenes of every RFP response is a proposal team. This group of professionals works together and shares a common goal: winning new business. Together they leverage their individual strengths, talent and expertise. As a result of their efforts, they deliver consistent, complete and compelling proposals. But it doesn’t happen by accident.

Winning RFP teams are highly organized, collaborative and efficient. Consequently, in this blog post, we’ll explore the key proposal team roles and responsibilities. In addition, we’ll offer tips and advice for how to build a strong proposal team. Ultimately, equipped with a clear proposal team structure, your RFP responses will become more consistent, repeatable and effective.

Contents: 

Key proposal team roles and responsibilities

How to build your proposal team

Key proposal team roles and responsibilities

The first step of building a winning proposal team is to identify the players and define the proposal team structure. Then, outline the team roles and responsibilities.  The proposal team structure varies widely from one organization to another. For example, depending on the size and organizational structure of your business, you may have a consistent three-member team. Alternatively, you may have thirty people on the proposal team who all work on separate projects. Regardless of team size, these key roles will likely be present in most businesses. In addition to defining these roles, we’ll explore key skills and common challenges for g the process from start to finish. As the project manager for the RFP response, they create the project plan and keep the proposal on schedule. Before the proposal coordinator assigns tasks, they review the knowledge library and answer as many questions in the RFP as possible. Then they assign any new questions to contributors, follow up on tasks, answer questions and provide guidance as needed.

Proposal coordinator or proposal manager

The proposal coordinator or proposal manager is the coach and the leader of the proposal team. Typically, they work in the business development, marketing or sales operations department. In most cases, the proposal manager will be the point of contact for the prospective client who issued the RFP. 

Responsibilities:

The proposal coordinator is responsible for overseeing the process from start to finish. As the project manager for the RFP response, they create the project plan and keep the proposal on schedule. Before the proposal coordinator assigns tasks, they review the knowledge library and answer as many questions in the RFP as possible. Then they assign any new questions to contributors, follow up on tasks, answer questions and provide guidance as needed.

Key skills:

  • Project management
  • Collaboration and communication
  • Knowledge management
  • Content editing and proofreading

Challenges:

  • Collaborating and following up with subject matter experts (SMEs)
  • Organizing, updating and managing the knowledge library
  • Bringing executive-level visibility to the value of the proposal team

Subject matter expert (SME)

A subject matter expert is a go-to authority about a particular subject, field or skill. An SME may be an individual contributor, manager or executive. In addition to providing expertise for the proposal, the SME themselves may be a differentiator for your business.

Responsibilities:

SMEs are responsible for contributing new content to the RFP response. Equally important, they must review and approve answers from the proposal content library as selected by the proposal manager. During the proposal process, SMEs use their specialized knowledge to help convey key benefits to the potential customer.

Key skills:

  • Collaboration and communication
  • Knowledge management
  • Time management

Challenges:

  • Managing workload in addition to proposal reviews and content creation
  • Communicating highly-technical and complex information in a way that is easily understood
  • Keeping the proposal content repository up to date as changes occur

Proposal development consultant

A proposal development consultant is an outside expert hired to improve proposals. Likely, you won’t require the expertise of a consultant for every proposal, but they can be a key part of your proposal team when needed. For example, proposal consultants can assist in understanding the challenges and unique needs of a particular market.

Responsibilities:

Proposal development consultants can take on a wide range of responsibilities, depending on the needs of your organization. From reviewing and polishing proposal content to optimizing your entire RFP management process, you can find a consultant for nearly any proposal need.

Key skills:

  • Highly organized and motivated
  • Deep industry expertise
  • Knowledge of proposal trends and best practices
  • Change management

Challenges:

  • Cultivating an understanding of business objectives
  • Building meaningful relationships with proposal teams and SMEs
  • Navigating complex corporate structures

Executive-level reviewer and approver

Before a proposal is submitted, it should undergo an executive-level review. The final reviewer should have the authority to approve the proposal. In addition, they should not have been involved in the creation of the proposal, in order to bring a fresh, unbiased perspective to the process.

Responsibilities:

The executive-level reviewer is the final stop before the proposal is sent back to the customer. Moreover, they are responsible for ensuring that the proposal is an accurate reflection of their organization. Finally, they affirm that the opportunity, if won, would contribute to the greater goals of the business.

Key skills:

  • Big-picture perspective
  • Detail-oriented and thorough
  • Knowledgeable of overall business vision and goals

Challenges:

  • Managing rapid review turnarounds
  • Understanding opportunity context and background

Additional players: Large proposal team roles and responsibilities

While smaller teams may have roles that take on several responsibilities, in large businesses it is not uncommon to have proposal teams made of 20-30 people. Certainly, with teams this size, roles become even more focused on specific aspects of the proposal process. These additional players would work alongside the proposal coordinator and other key roles.

  • Business development manager: This person is responsible for finding RFPs or leads. After they find the leads, they work to qualify them for your business.
  • Capture manager: The capture manager receives the qualified lead from the business development manager and begins to research the potential customer. As they research the opportunity, they create a strategy for winning the business. Then they define the business’s competitive advantages. Subsequently, when the customer issues an RFP, the capture manager receives it. They pass the information as well as their strategy and research on to the proposal coordinator/manager.
  • Cost strategist: Through capture planning, the cost strategist ensures that the proposal’s pricing is compliant, competitive and compatible with the needs set out in the RFP.
  • Proposal writers: Proposal writers bring it all together. They incorporate the proposal strategy determined by the capture manager. Additionally, they collaborate with subject matter experts to convey knowledge while maintaining the brand voice.
  • Graphic designer: From illustrations to layout and design, the graphic designer is responsible for creating a perfectly-formatted proposal.
  • Editor: Responsible for the technical accuracy and style of the proposal, the editor ensures that the brand’s terminology and voice are consistent throughout.
  • Review team leader/member: For lengthy or complex proposals, the review team leader assigns teams to review sections of the proposal. Chiefly, they coordinate and relay any feedback from review bid team members to the proposal coordinator.

How to build your proposal team

To be effective, a proposal team should be purposefully assembled. Just like any other business unit, the more organized and united your RFP team, the better off you’ll be. However, this can be a challenge. With so many people, in such a broad range of roles, not everyone will work together regularly. So how do you keep the group engaged?

Five tips to keep your team on the same page

1. Rally around your proposal process

Unify the proposal team with a clearly defined RFP management process. Creating a formal proposal process is the first step in keeping your team organized and engaged. Take time to document the process and outline the steps unique to your organization. Equally important, invite feedback from the team to ensure you don’t miss any key dependencies.

2. Set RFP team goals

The goals for your RFP team should align with your business objectives. If new customer growth is key, set a goal to increase the number of RFPs you respond to this year by 15 percent. Or, if efficiency is a high priority, document the time it takes to complete a proposal. Then, explore RFP response tools that can improve your productivity. Setting goals allows you to make incremental improvements and bring visibility to the team’s success.

3. Engage in go/no-go discussions

Unfortunately, the reality is that some RFPs just won’t be a fit for your business. However, far too many businesses have a policy to answer every RFP, leading to wasted time and a frustrated RFP team. A more strategic approach starts with a go/no-go discussion. 

Go/no-go discussions examine each RFP to decide if the opportunity is a good fit. For example, are the resources needed to respond available? Is the timeline realistic? Can your business meet all of the needs of the customer? Do you have a history with this customer? Ultimately, go/no-go decisions weigh the RFP’s potential value, the likelihood of winning and the cost of responding to ensure the best use of the organization’s resources.

4. Start with a kickoff and end with a debrief

Every RFP will be unique, and each offers an opportunity to learn and improve. However, before embarking on a new proposal project, gather the team and hold a short, 15-30 minute kickoff meeting. During the kickoff meeting, the proposal manager will walk through the project plan, timeline and deliverables. Certainly this is the best time to identify and manage any potential roadblocks or adjustments that need to be made to ensure success.

Likewise, after the RFP closes and a winner has been chosen, bring the team back together for a debrief. Regardless of the outcome, feedback from the customer is valuable. If you won, discuss things you did that can be applied to future RFPs. Conversely, if you weren’t selected you may consider additional factors to weigh in your go/no-go discussions, or ways you can improve your proposal content.

5. Hold regular team reviews

Gather your team together twice a year (or more) to share feedback, optimize the RFP process and discuss outcomes. In other words, share lessons learned, insights gained and advice for the future. As you bring the team together for these regular reviews be sure to celebrate both the team as well as individual contributions to success.

The power of a proposal team

RFPs require a lot of people with differing expertise and perspectives to work together to create the perfect proposal. With so many people involved in the proposal, it’s crucial to understand how each role contributes to the success of the team. Ultimately, when you establish clear expectations and a solid process, you’ll be well on your way to winning together.

Now, perhaps more than ever, people have multiple roles and juggle multiple projects. Responsive can help your team manage more RFPs and RFXs in less time and keep busy SMEs from having to repeat answers. A free demo will show you how you can empower your team and organization to win more bids and drive more revenue.

Proposal Manager Career Guide

Proposal Manager Career Guide

People & Teams

Being a proposal manager is unlike any other role. Indeed, if you think about it, the position is an exercise in opposites. For instance, proposal managers work with almost every department, giving them a big-picture perspective. However, when they respond to RFPs, they must pay attention to every little detail. In addition, the role is often exciting and fast-paced when creating a win strategy and composing a proposal. On the other hand, proposal managers frequently answer the same routine questions over and over again.

Consequently, the proposal manager role requires a unique set of skills. However, for those who can balance the responsibilities of the role, becoming a proposal manager is a rewarding job. It is a great career starting point for some, while others make it a satisfying life-long career. Regardless, proposal managers play a key role in their organization’s success.

In this blog, we’ll define what a proposal manager is, including their job description, responsibilities and key skills. Then, we’ll discuss proposal professional titles and their earning potential. Finally, we’ll offer advice for anyone looking to become a proposal manager as well as useful tools and resources for ongoing career development.

What is a proposal manager?

Proposal manager definition

A proposal manager is responsible for responding to requests for proposals (RFPs). They manage the proposal process including task delegation, response editing and submission.

In some businesses, the proposal manager may go by other titles including proposal coordinator, RFP analyst, bid manager and RFP manager. Depending on the size of the business, there may be only one proposal manager or many.

What does a proposal manager do?

The proposal manager is the main point of contact for incoming RFPs. They work with a proposal team composed of contributors from multiple departments. Most proposals will include team members in sales, marketing, business development, finance, legal, IT, and subject matter experts (SMEs) from various areas of the business.

Admittedly, there are a lot of duties and responsibilities that go into their work. But, put simply, the proposal manager is responsible for creating proposals that win new business.

Who does the proposal manager report to?

Generally, a proposal manager in a small- or medium-sized business reports to the director of sales, marketing or business development. However, in large or enterprise organizations, the proposal team likely reports to an executive in finance or revenue management.

Proposal manager job description

The proposal manager job description varies from one business to another. The duties change based on the size of the business, number of proposal team members and industry. However, they always contain a variety of responsibilities that contribute to the overall goal of winning new RFP opportunities.

As a proposal manager works to create compelling RFP responses, they may face some common challenges. Luckily, their unique skill set enables them to solve these challenges, improve efficiency and ensure success. Let’s explore each of these topics in more detail.

Primary proposal manager responsibilities

  • Facilitate discussions to bid or not to bid
  • Collaborate with the capture management team
  • Identify client priorities and win themes
  • Create and execute a proposal project plan
  • Conduct market and competitive research
  • Hold kick-off and debrief meetings
  • Act as point of contact for prospects
  • Gather and send follow-up and clarifying questions to the buyer
  • Manage the proposal team (anyone contributing to RFPs)
  • Ensure proposals and presentations are brand compliant
  • Report proposal progress to executive management
  • Submit final proposal for consideration
  • Maintain the RFP response knowledge base
  • Prioritize RFPs based on the likelihood of winning and value
  • Track RFP data and win rate
  • Be the administrator for the company’s RFP software

Common RFP response challenges

  • Tight deadlines and a lack of urgency from others involved in the process
  • Translating sales feedback and the capture management plan into actionable insights
  • Confusion during the proposal process
  • Disorganized or difficult-to-find proposal content
  • Slow responses from subject matter experts who juggle other responsibilities
  • Long hours as deadlines for important RFPs approach

Proposal manager skills

Anyone thinking about becoming a proposal manager should consider the necessary skill set. In addition to general business knowledge, proposal managers must master three key practices: knowledge management, proposal project management and data analytics. Furthermore, the ability to facilitate collaboration, encourage creative problem solving and navigate conflict are also valuable skills.

Additional proposal manager hard skills

  • Data tracking and analysis
  • Writing, editing and reviewing
  • Managing proposal software
  • Optimizing and managing processes
  • Researching and presenting

Helpful soft skills for proposal managers

  • Team leadership
  • Strong communication
  • Attention to detail
  • Organization
  • Prioritization of projects
  • Flexibility and adaptability

Proposal manager job description examples

Proposal and RFP manager job descriptions vary, depending on company size, organizational setup and industry. For example, if a job is in a small company in an industry that sells industrial bolts, RFPs might not be overly-complex and the proposal manager might be part of a sales team.

Software companies likely have a more complex response process, in which they have to prove security and regulatory compliance as well as document product differentiation, onboarding processes and so on. Many software companies, especially enterprise organizations, have dedicated response teams if not departments.

We’ve put together a couple of examples:

An IT firm in the Washington, D.C. area is looking for a proposal manager. Job responsibilities include:

  • Collaborating with business development and capture managers to determine whether to respond and the best approach
  • Developing compliance matrices and proposal section outlines
  • Analyzing RFPs
  • Finding relevant content
  • Managing the proposal process
  • Compiling data and report to management
  • Enforcing editorial guidelines
  • Reviewing proposals to ensure corporate and legal compliance
  • Manage the proposal database

An educational technology firm is looking for a government proposal manager. Job responsibilities include:

  • Analyzing RFPs
  • Gathering information
  • Developing proposals by assembling information, which may include, the project narrative, objectives, outcomes, deliverables and more
  • Building proposals on company proposal software
  • Analyzing losses
  • Managing company repository

Proposal roles and salaries

Hiring a proposal professional is certainly an investment for any business. However, the value that a dedicated proposal manager delivers is clear. Indeed, they bring order to the RFP response process, ensure better proposals and enable the business to answer even more RFPs.

When it comes to proposal management, salaries vary widely based on the industry, company size, location and level of experience and education. It’s also worth noting that many recruiters say that a culture fit, trainability and talent is just as important as experience. In addition, for those just starting out, there’s a clear path from entry-level positions to advanced titles and potentially executive roles.

Please note that salary ranges vary, depending on where the job is located, the industry and so on.

Entry-level proposal positions

Many proposal managers didn’t start out in the field. Often, proposal managers are internal hires plucked from savvy candidates in sales, marketing, or administration roles. These professionals may jump straight into their role as proposal managers, or they may begin in an entry-level role.

Proposal coordinator

As the title implies, the proposal coordinator is responsible for facilitating the proposal process. For instance, they work together with sales, product development, marketing and other departments to create a proposal that addresses the prospect’s concerns. Often, they are in charge of following up with internal contributors, finding previous answers and editing the proposal.

Proposal coordinator salary: $48,000 – $71,000

Proposal specialist

A proposal specialist is responsible for conducting research, articulating key differentiators and writing responses that address the customer’s needs. In addition, they request help from SMEs, customize answers to focus on the customer’s needs and ensure consistency and compliance throughout the proposal.

Proposal specialist salary: $50,000 – $76,000

Proposal writer

As you might suspect, the proposal writer is primarily responsible for a proposal’s content. They are experts at turning general ideas and concepts into well-constructed, polished answers. Indeed, they verify that each answer is complete and relates back to the stated needs and goals. The proposal writer is  particularly good at helping the buyer picture themselves as a customer and highlighting differentiators throughout the proposal. Finally, they ensure that the proposal tells an engaging story from beginning to end.

Proposal writer salary: $60,000 – $97,000

Advanced proposal titles

With a few years of experience and growth, entry-level positions may advance to a role with more responsibility.

Proposal manager

In addition to managing the RFP response process, the proposal manager also executes the organization’s RFP strategy. They also collaborate with various contributing departments, explore process optimization and proactively manage the organization’s knowledge library. Often, the proposal manager captures feedback on both won and lost opportunities and provides recommendations to the business.

Proposal manager salary: $83,000 – $135,000

Senior proposal manager

In organizations with multiple proposal managers, a senior proposal manager is responsible for leading special projects, taking on high-stakes RFPs and administering RFP technology. Additionally, they focus on high-level management of proposal projects. In this role, they typically direct a team including a proposal coordinator, proposal writer and graphic designer.

Senior proposal manager salary: $108,000 – $182,000

Executive leadership positions

Proposal director and vice president of proposal operations

While they are somewhat rare, there are executive proposal positions in large organizations. For example, you’ll find titles like proposal director and vice president of proposal operations. These roles lead multiple proposal teams divided by products or regions and provide insight that may influence business strategy. Typically, executive proposal professionals report directly to a chief revenue officer or chief financial officer.

Proposal executive salary: $159,000 – $280,000

Where to find proposal manager jobs

Whether you’ve just started your proposal career, or you’ve been in the industry for years, there are always new things to learn. Fortunately, the proposal industry is full of helpful peers willing to share their advice and experience. In addition, there are countless resources for ongoing career development. So, remember to make time to hone your skills and connect with others.

1. LinkedIn

Odds are, you already have a LinkedIn profile. The odds are almost as good that you don’t pay much attention to it. For most, LinkedIn isn’t a typical social media site, but it is a great place to showcase your resume, highlight your special skills (like an RFPIO certification), search job listings, and connect with people in your industry.

2. APMP local chapters

The Association of Proposal Management Professionals (APMP) is a worldwide organization for people who issue or respond to RFPs, RFQs, DDQs, security questionnaires and everything else that’s proposal-related. To be fair, though, most APMP members are on the response side.

APMP has 29 worldwide chapters with most on the eastern side of the United States. Both the international organization and its local and regional chapters host events designed for networking and learning about new technologies and best practices. APMP also has an active job board for proposal professionals.

3. Indeed

Indeed’s website says it’s the #1 job site in the world. We can neither confirm nor deny that claim, but the site has a massive list of job postings, company reviews and salary estimates.

A search for “proposal manager,” not filtered by location, shows more than 50,000 jobs. And, a search for “RFP” produces about 16,000 listings.

Advice, tools and resources for career development

4 tips for new proposal managers

1. Build a rapport with subject matter experts

SMEs play a major role in answering RFPs. Consequently, they are one of your most valuable resources. Accordingly, it’s important to build a connection with them and maintain a good working relationship.

To work effectively with SMEs, you must determine the best approach. Because SMEs juggle their own full-time role as well as helping with RFP responses, communicating solely through email is often inefficient.

Ways to collaborate with subject matter experts:

  • Conduct SME interviews and transcribe their answers into the proposal
  • Have the SMEs write answers and submit them to you for editing
  • Write answers yourself and send them all to the SME for review
  • Collaborate in real-time using proposal management software

2. Create customized templates

An efficient proposal manager must think strategically, which often includes taking intelligent shortcuts. Tools such as customized templates help eliminate many of the low-value tasks that hobble proposal managers who find themselves reinventing the wheel for every response.

To get started developing time-saving templates of your own, download our RFP toolkit.

3. Focus on the customer

As the proposal manager, part of your job is to be the customer’s advocate throughout the RFP response. As you review answers and build the proposal, ask yourself, ‘Does this information help the client? Is it relevant, necessary and timely?’

How to write customer-focused proposals:

  • Share your understanding of their needs in the executive summary and RFP cover letter
  • Ensure responses center around and address customer benefits and goals
  • Provide references, case studies and data that illustrate the results the prospective customer can expect

4. Invest time in your proposal content library

Finally, perhaps the most important thing a proposal manager can do to ensure success is to build and maintain a proposal content library. Far too many businesses waste time reinventing the wheel when they respond to an RFP. As a result, the process is slow and frustrating for everyone involved.

Proposal content library best practices:

    • Use the library to answer as many questions as possible before sending the proposal to SMEs
    • Store your knowledge library in a searchable system and organize your content using tags and hierarchies
    • Conduct regular reviews to update answers, remove duplicates and ensure content accuracy

Tools and resources for career development

There’s no doubt that proposal managers have a lot of responsibilities to juggle as they manage complex projects. Luckily, there are a lot of excellent RFP response tools and resources that can make the job far easier. Here are three resource suggestions for proposal professionals at any stage in their career.

Proposal software

As technology advances throughout many businesses, proposal management software experience is in high demand. Indeed, it is now common to see job descriptions that express a preference for candidates with the skills to manage these RFP software platforms.

Our pick: RFPIO

It should come as no surprise that our pick for the best proposal software is RFPIO. But we aren’t the only one who feel that way. RFPIO is the industry-leading strategic response management platform. RFPIO applies a holistic approach to solving common RFX challenges through best-in-class innovation, collaboration and automation. It leads the pack in integrations and its user-based model ensures scalability on a dime.

The biggest RFPIO benefits:

Professional association

Staying up to date on industry events and advancements is an important part of any successful proposal career. Consequently, membership in a professional association delivers benefits that are worth exploring.

Our pick: Association of Proposal Management Professionals (APMP)

The Association of Proposal Management Professionals is the leading professional association in the bid and proposal industry. The organization has a global reach as well as individual, regional chapters. Accordingly, they host frequent in-person and remote webinars, events and meetings. In addition, APMP offers countless resources for expanding your knowledge and exploring best practices.

Resources for APMP members:

Peer networking and new opportunities

When you have a question, are facing a process roadblock or looking for a new opportunity, peers in the industry can offer help. Generally speaking, the bid and proposal industry is friendly and welcoming to all ⁠— there’s always someone who is willing to help out.

Our pick: APMP Official Discussion Group

You don’t have to be an active APMP member to benefit from their wealth of expertise. With more than 21,000 members, the APMP Official Discussion Group on LinkedIn is a great place to crowdsource information, connect with other passionate professionals and keep an eye on trends and opportunities.

  • Problem-solve challenges by brainstorming with peers
  • Explore new proposal technology, processes and data analysis
  • Learn about new job opportunities

Networking for RFPIO users

Efficient RFX response is all about finding the process that works best for your organization. When organizations choose to automate their processes, more choose RFPIO than any other software. Perhaps you have questions that are RFPIO-specific, you want to network with other RFPIO users, or you’re hoping to find other opportunities where your RFPIO expertise will shine.

Our pick: RFPIO online user community

The RFPIO online community is a great place to share ideas and ask proposal- and RFPIO-related questions. The community is more intimate than the APMP LinkedIn group, so it’s also a fantastic opportunity to develop camaraderie and make friends.

  • Share information about proposal management trends
  • Learn about RFPIO updates and new technologies
  • Network with fellow RFPIO proposal professionals

Once you’ve landed your dream proposal manager job, RFPIO is here to help you prove your efficiency and productivity, and drive revenue for your organization. Schedule a demo to see how we can add value to your role.

See how it feels to respond with confidence

Why do 250,000+ users streamline their response process with RFPIO? Schedule a demo to find out.