Let’s face it – proposal management can be a lot. Between identifying all requirements, finding up-to-date internal information, and juggling team contributions, drafting and refining a high-quality proposal is no small task. Often, you’re racing against the clock.
The right online proposal creator and proposal management software, however, can make life a whole lot easier for you. By streamlining the proposal process, you save time and increase your chances of success.
But how? Let’s take a look at how you proposal management software help you take a proposal from start to finish with ease.
Creating a proposal with proposal management software
1. Set up your workspace, monitoring, and document management
Think of proposal management software as your command centre, where all your documents, proposals, and tenders live. Some platforms, like Reponsive and Loopio, can only be used to manage your knowledge and proposal creation. Others, like Tendium, also allow you to monitor the public sector market for new tenders, bringing the entire bidding process into one platform.
When getting started with an online proposal creator, you set up your workspace, your tender monitoring profile, and fill your content library with company information, documents and previous bids. Now you’re ready to get going.
2. Monitor new tenders
If you’re using a proposal management software with support for tender monitoring, you regularly check them for new tenders. The more advanced tools come with flexible search criteria to make sure you find the most relevant tenders. By using email notifications, you quickly know when an interesting opportunity is published. This step not only makes it easier to spot fitting opportunities but also ensures you’re one of the first to take action – a crucial advantage when you’re competing against multiple bidders.
Pro tip: Assign a team member to go through new tenders daily so that no opportunity slips through the cracks and you can take action fast.
3. Check compliance and requirements
Before creating a proposal, you of course have to make sure your team meets the requirements. This is where proposal management software or bid management software really starts improving your process.
For example, instead of skimming through pages of documents, you can use tools to add blockers, and it will highlight requirements like certifications, insurance, or specific references in the tender documents texts. Identifying compliance criteria early on prevents you from investing in a bid you might not qualify for – a huge time-saver. You can also use AI features to summarise tender documents for you.
Example: Your tool flags that the tender requires an ISO certification. If your company doesn’t hold this certification, you can make an immediate decision to pass, redirecting your efforts to more suitable opportunities.
4. Make a Go/No Go decision
Once you’ve confirmed basic compliance, it’s time to decide whether to proceed. Some proposal management software platforms offer AI-driven insights, summarising tender details and helping you assess the project’s alignment with your strengths and resources. The summaries also help colleagues to quickly understand the tender, without reading all the documents. Making good Go/No Go decisions help your team focus on high-impact opportunities, reducing wasted time on bids that might not be the best fit.
Pro tip: Schedule a short team meeting to review complex tenders and gather input for Go/No Go decisions. Give everyone access to AI tender summaries to get them up to speed. This ensures everyone’s aligned and can commit fully if you proceed.
5. Parse and organise tender documents
With a “Go” decision in place, upload and organise tender documents in your online proposal creator or RFP bid management software. Advanced tools automatically parse documents, highlighting sections with requirements, deadlines, and deliverables. This step streamlines task creation and ensures that nothing important slips through the cracks. By structuring tasks from the outset, you give your team a clear roadmap, avoiding later confusion or last-minute scrambles.
Example: After uploading a tender, your tool extracts all requirements, and you turn them into tasks. Your list of tasks create a proposal outline for all team members, clarifying what needs to be done.
6. Assign tasks to team members
Time to bring the team on board! Delegate tasks by assigning tasks to individual team members. Proposal management software usually includes role-based assignments, deadlines, and progress tracking, so everyone knows what they’re responsible for and can stay on task. By having clear ownership and accountability from the start, your team works more cohesively.
Pro tip: Tagging teammates and adding short task notes keeps communication seamless and minimises the need for back-and-forths.
7. Use AI to generate initial drafts
Staring at a blank page? No need. AI features in RFP writing software can pull in content from past proposals and other texts from your content library, so you start with a solid draft. This gets the basics down and frees up your team to focus on customising responses instead of rewriting from scratch. Automate RFP responses with AI to save time, ensure consistency, and quickly create a compelling first draft.
Example: Rather than manually going through past proposals in search of certain descriptions, AI can instantly pull in details from similar bids, helping you create an impactful first draft in minutes instead of hours.
8. Collaborate and refine
Collaboration is at the core of proposal creation, and online proposal creators are designed to make it easy. Leave comments, tag teammates for input, and track revisions in real time. When everyone can see each other’s changes and provide feedback directly, the process becomes smoother, with fewer back-and-forth emails and miscommunications. The result? A cohesive proposal that reflects the combined expertise of your team.
Pro tip: Tag internal subject matter experts to and ask them to read through your response to a specific requirement. This allows them to read both the requirement, your draft, and see any updates you make in real time.
9. Final review and quality assurance
Before hitting “submit,” do a thorough review to ensure accuracy and polish. Most proposal management software includes checklists and status tags, so you don’t miss any important steps. A solid quality review not only catches errors but also ensures that your proposal meets the highest standards, giving it a professional edge.
Example: Getting started early and having an efficient bidding process means you have time for the important last polish. The final review gives you confidence that everything’s in place, and increased odds of winning the tender.
10. Submit the proposal
All set? It’s time to submit your proposal. Good luck!
Pro tip: Tools that encompass the entire bidding process allows you to track the outcome of the proposal, as well as review your efforts. This way, it’s easy to keep track of your hit rate and analyse where you can improve further.
Conclusion
Using an online proposal creator or proposal management software transforms the proposal process, cutting down on admin time, streamlining workflows, and enhancing collaboration. With these ten steps, you can build a faster, more efficient proposal pipeline that maximises your team’s strengths and increases your chances of success.
Read more about RFP software or book a demo with Tendium and let us show you!
