Nearly all of us are seeking solutions that will increase our team’s productivity while becoming more effective with deliverables. In today’s world, this is critical to your company’s success.
For instance, practically every proposal team operates differently from one another. But most proposal automation software forces your team to work per the software’s designed processes, not your own processes. However, Scion Analytics’ (previously Atebion LLC) Professional Document Analyzer gives you the flexibility to define your own processes (Tasks) and customize your artifacts (templates for reports and compliance matrices) without macros or coding. The result is a huge time savings and reduced manual cut and pasting errors.
Everyone realizes that proposal managers are extremely busy and under tons of stress. However, no matter your proposal deadline, you should always conduct at least one review. Otherwise, a missed review will significantly reduce your chance of a win.
Content Review Score Card
I put together a Content Review Score Card template and created a Proposal Content Review task for proposal reviews in less than 10 minutes with the Professional Document Analyzer. No macros or coding was required.
Next, I ran the Proposal Content Review task and within a couple of minutes, I had a Content Review Score Card populated with our proposal. Additionally, I had selected the “Words to Avoid” keyword library with this analysis.
This Template and its associated Task can be downloaded from within the Professional Document Analyzer.
I had chosen to parse/shred the proposal by how the document is numbered, but I could have easily selected parsed by paragraph.
For Plain Language testing, use the Professional Document Analyzer QC Readability feature.
Conducting your Proposal Review
When you review your proposal try to think how your prospect reviewers will perceive and distinguish your solution/service/product from your competitors. Ask yourself, is the proposal content clear enough that your grandmother will understand it, keep it simple.
Documenting your findings – Grades and Color Codes
We are using a combination of grade ratings and color codes for the evaluation criteria. Colors help you quickly visually identify evaluation grades. This review system is rather intuitive and simple to implement.
A – Blue
The “A” grade indicates that the proposal segment/paragraph is compliant, complete, compelling, easy to understand, and priced to win. It represents the best value including a superior solution with distinguishing features and discriminators.
B – Green
The “B” rating means that the proposal segment/paragraph is compliant but may have ambiguous responses. This could create a minor risk of not winning, but major risks may exist if there are numerous “B” ratings.
C – Yellow
The “C” rating means that the proposal segment/paragraph is basically compliant but is incomplete. The response may be confusing or the information is not convincing. Most likely this proposal segment/paragraph creates a risk of not winning.
D – Pink
The “D” rating means that the proposal segment/paragraph is uncertain to be compliant. Or the response is confusing or the information is not convincing. Most likely this proposal segment/paragraph creates a significate risk of not winning.
F – Red
The “F” rating means that the reviewer knows there are key elements of the proposal that are missing resulting in being non-compliant or not practical.
N/A – Gray
“N/A” means unable to evaluate.
? – Purple
“?” indicates there are questions for the proposal segment/paragraph.
The beauty of this Content Review Score Card is its simplicity and how easy it was to create, without using macros or writing code. This is just one of many examples of how the Professional Document Analyzer can give you the power to create your own time-saving solutions within a few minutes while saving you hours over manual processes and reduces errors.