Win Strategies

Win Strategies

A win strategy is crucial to any company that wants to get their contract. It is an essential part of the bid process and it ensures you know what needs to be done in order for your team to come out successful.

What Is A Win Strategy?

When a contract is desirable to a company, the bid team must first evaluate how well the company can efficiently meet all the needs or concerns of the customer. The proposal that is then formulated according to these sufficiencies is the win strategy.

Win Strategy Benefits

The customer will be evaluating many offers from competitors saying essentially the same things according to the RFP. But you can ensure that your proposal will stand out by writing it in a way that is informative and engaging. You can make your proposal interesting to the customer by clearly stating what things are different about your proposal than the competitors’ offers. This is a huge benefit.

Another benefit is posturing a knowledgeable team. A winning strategy starts with the right team. Be sure to include members of your company who are familiar with the customers so that everything that you do or say stands out from the other bids on this project.

Keys To A Win Strategy

Below are some key areas to bear in mind toward developing a winning strategy:

Get To Know Your Customer

Try to understand your customer’s business history, character, and objectives.


What does your customer want to achieve? How would they define success, and what are the steps needing to be taken for them to reach this goal? Answering these questions will help you determine which solution might be best able to meet their needs. This also ensures it aligns with other relevant factors like budget or timeline constraints.


For which industry does the client operate?

What are some of their challenges in terms of how they have tackled these issues before? What opportunities can be exploited by them that will help further grow your company’s success even more?


What are you able to measure as success for your service? Is this aligned with what the client wants it to be measured by, or does something have need of changing in order for them both to succeed?


What is the character of the company? Does your company share those characteristics? How can your company meet or accommodate ethnic differences for the sake of a positive business experience?

Understand Client’s Hot Buttons

Your customer wants to be successful, but when they look at your company’s products and services for purchase there are many things that need attention. Naturally this responsibility comes with concerns about making the right decision in terms of expenditure.

The best way to find out what your customer’s hot buttons are would be by asking them. You can ask, “What are some of the things that you are most worried about with this project?”

In preparation, make a list of all the concerns your customer has expressed as well as any you suspect about this project. Remember that it is important not just to have their most pressing issue at hand but also those they are concerned with or hope for during implementation.

Weigh these considerations by ranking order (1-5). Once ranked on this scale prioritize them according to severity.

Discuss Your Differentiators/ Discriminators

As a team, discuss how you will set yourself apart from your competition by stating your unique selling propositions. A unique selling proposition, more commonly referred to as a USP, is the one thing that makes your business better than the competition. It is a specific benefit that makes your business stand out when compared to other businesses in your market.

Make a list of the key USPs and critically analyze them in relation to the broader landscape for comparison’s sake. Then determine which ones are most valuable or important by cross-referencing with the customer’s hot button analysis findings.


Every company wants to win contracts for business. But not every proposal will have a high Pwin that can help towards success. Pwin (Probability of Win) is an important tool for assessing the chances a company has for winning a business opportunity. Pwin is the evaluating concept that will help position the contractor into a more probable win for the bid.

The best help toward gaining the good Pwin number for confident bidding is using AI-empowered platform, such as Scion Analytics’ Content Analytics Platform (CAP), that can provide comprehensive Bid/No Bid analysis of an RFP quickly.

Proposal Team Guide

Proposal Team Guide

One of the most important decisions you make when bidding on a project is what team structure to use for your proposal. So, it is no wonder that this can be one of those things where everyone has their own opinion. There probably is no “right” way regarding a correct proposal team structure because each opportunity will dictate its own unique needs and requirements.

Proposal Team Roles

Below is a proposal team structure with their roles suggested by one expert:

Proposal Lead

The Proposal Lead is the manager with a vision as to what is possible and will provide leadership regarding both the solution to the customer’s problem and the win strategy.

Proposal Manager

The Proposal Manager is responsible for leading the entire proposal and business development side of things. This person will help prepare you presentations, organize meetings, and write new proposals from scratch, if necessary, all while keeping an eye out on deadlines.

Proposal Coordinator

Proposal Coordinators are responsible for managing and design business proposals. They assist in the finalization of a completed proposal, as well as storage of past performance citations during pre-proposal review stages.

Project Manager

The job of the Project Manager is to plan and oversee projects within an organization, from initial ideation through completion. They coordinate people and processes, so projects are delivered on time with desired outcomes aligned towards objectives.

Subject Matter Experts (SMEs)

To achieve success, a project’s SME needs to make sure the product or service facts and details are correct.

Account Manager

Account Managers are the backbone of any company. They are responsible for building strong relationships with customers, connecting key business executives and stakeholders, and preparing sales reports that will win you new clients.

Proposal Sponsor / Executive

The Executive Sponsor is in charge of making sure that the goals and objectives for any project align with company-wide strategy. He is the executive that signs off on the project.


A Proposal Review is the process of examining an RFP response to ensure quality, accuracy, and compliance.

Quality Assurance Director

The Director of Quality Control will be responsible for developing and implementing a program that understands the risks involved in the delivery of the proposal.

Visual Designer

A Visual Designer specializes in creating the proposal’s look-and-feel.


A business proposal is a complex document requiring great care and collaboration from many team players. A good way to ensure the proposal is well-developed is by using software technology enhanced with Artificial Intelligence (AI) and Natural Language Processing (NLP) capabilities.

The Proposal & Contracts Suite provided in the Content Analytics Platform (CAP), developed by Scion Analytics, can help ensure the efficient development of your RFPs.

RFP Collaboration

RFP Collaboration

In order to identify and reach your organization’s goals, a well-designed Request For Proposal (RFP) is an essential document. This document goes beyond just listing requirements. It contains insights into how you can achieve what is desired with business intelligence that helps find potential partners in this process.

The RFP is used when looking for partners and vendors to help an organization create a product or service. The process includes detailed information on what you want in your solution along with why it needs this particular item of equipment or service. These requests are then solicited through bids from potential contractors who can also provide insight into cost effectiveness as well as deadlines.

What Is RFP Collaboration?

Creating an RFP can be a massive undertaking. This is due to both those who compete to prove themselves worthy and also teams within your organization. It must be made clear that both you as the customer and the potential bidder alike know exactly what you are looking for in this procurement process. It is imperative that all stakeholders on our team have input into how to best approach meeting these needs through their expertise.

The RFP will usually outline what your organization is seeking and how the offers will be evaluated. It will typically include:

Technical Concerns

Discusses the business objectives and the details about the project’s development, standards, and deliverables.

Administrative Concerns

Discusses the requesting company’s history and operations

Financial Concerns

Discusses the company’s business plan, financial data, and risk analysis.

The RFP process is a rigorous and time-consuming one. You not only need to make sure your needs are met, but also who you will be working with on this agreement. RFPs aren’t going away, but we can improve the process with new considerations:

Provide All Participants With ConnectPDF

Provide all participants with tools like ConnectedPDF (cPDF) that give you the ability to get and give insight into any proceedings at every point, so information is shared.

Meet The RFP Fundamentals

Meet fundamentals of RFP themselves:

· quick turnaround time,

· ad-hoc team input, follow-up and follow-through, and

· by streamlining RFP creators’ task while managing other workloads

· engage participants early on

· share with a potential partner important information

RFP Collaboration Benefits

Companies are coming to realize that they need collaboration within their organizations more than ever. They have also recently implemented tools for team building and enhancing coordination, but many still have not done so. This increases the time it takes to create an RFP as well as gather people who must share information with each other under pressure from deadlines or other responsibilities.

The best way to improve your process is by engaging potential partners early on and sharing information that they need to create a successful proposal. Be receptive for taking a fresh look at existing research or do additional work like budget, staffing, and internal processes if needed.

This will assist greatly in understanding what needs addressing within your organization when it comes down to choosing an outside contractor or vendor.


Successful Requests For Proposals (RFPs) can be best accomplished by enhancing internal teams’ ability to collaborate as you develop RFPs, and by taking the time during an organization’s RFP process that is critical in tapping vendors’ expertise. Then top-of-mind results can be achieved. This shows your C-suite just what they are looking for when it comes down to production of winning bids or proposals.

Bid Team Roles And Responsibilities

Bid Team Roles And Responsibilities

With a strong bid team, you can win lucrative contracts and take advantage of new opportunities. Proposal teams are essential for the successful responses to, and management of, large Requests For Proposals (RFPs). They help to craft compelling narratives so that stakeholders feel engaged in your work.

Proposal Manager

The Proposal Manager leads the team and manages production of high-quality proposal responses. They are an expert in time management, coordination, and triaging among internal resources to ensure that all necessary information gets allocated for best possible proposals

The key responsibilities include leading a group who will be working together on one task. He will be managing their own productivity by ensuring each customer concern is addressed while also staying within budget constraints.

The Proposal Manager is the main point of contact for incoming RFPs. They work with a diverse team that’s made up of contributors from multiple departments. These would be marketing and finance in addition to others like legal or IT personnel who specialize exclusively on certain topics related their field.

Proposal Writer

The Proposal Writer’s talent is to produce professional proposal narratives that articulate their organization’s value and entice new business. They have a knack for concise storytelling and a thorough knowledge of company positioning. These skills ensure successful proposals by aligning with client needs from start to finish.

Proposal Writers are the backbone of any company. They help companies secure their client’s business or obtain a government grant by writing original content. They write informative documents that will catch interest from potential customers, clients, and prospects alike.

Content Manager

The Proposal Content Manager ensures that the right information is at hand when a business needs it. In large companies, they may be responsible for maintaining specific product offerings in different areas of their company. They work with various teams to ensure high levels of response quality across all channels.

The Proposal Content Manager is a creative individual who has the desire and ability to think outside of typical office walls. They will be responsible for creating, improving upon, and maintaining content with business goals in mind. This is done without losing sight of brand awareness.

Capture Manager

A successful RFP Response Capture Manager owns the end-to-end bid process and manages sales opportunities. Their job starts before you even know there’s an opportunity for one. A Capture Manager is the person responsible for creating an encompassing research, analysis, and strategy that will lead to capturing business opportunities. They often work closely with several teams in order create this plan.

A Capture Manager is a business development resource for the sales and marketing teams. They work to win opportunities by understanding their prospects’ goals and developing an effective strategy that achieves those objectives. They determine how they will be achieved to secure victory.

Graphic Designer

Graphic Designers using the latest software and applications to produce professional, polished designs that will stand out in any crowd. They work with clients through every step of their procurement process from RFPs to contract bidding or management agreements.

RFP Proposal Writer: Role And Skills

RFP Proposal Writer: Role And Skills

Not all proposals are created equal. They should be creative, persuasive, and memorable for the business they represent to win their bid on a Request For Proposal (RFP).

However tricky this may sound at first, it does not need any specific skillset beyond creativity. It is about understanding how best to portray your message while still being honest with both yourself as well as those reading it.

The RFP proposal writer is in the driver’s seat of business growth, constantly influencing customers and their opinion. He is an innovative thinker with an insatiable appetite for new challenges.

What Is An RFP Proposal Writer?

A proposal writer, sometimes called a bidder, is the key player in writing compelling responses to questions posed by an organization. This person’s goal is to help articulate and win new business for their client with accurate information about what they have to offer. The proposal team is one of the most important parts in any corporation. They are responsible for responding to, and following up on, all proposals that come into the office. The RFP response writer reports to the coordinator or manager who will work closely with them throughout their project management time frame.

Key Responsibilities Of An RFP Proposal Writer

Below are the key responsibilities of the RFP proposal writer:

· Reads the incoming RFPs and contributes to discussion for win themes

· Attends kick-off meetings, strategy sessions, and helps plan proposal projects

· Selects RFP responses from the proposal content library for review and customization

· Articulates complex aspects of products and services by collaborating with SMEs and other proposal contributors

· Contributed RFP responses, which are created by SMEs and stakeholders from the internal teams, are reviewed and edited

· Maintains brand style and tone guidelines in the responses and may coach the SMEs

· Maintains that the responses address customer hot buttons and win themes

· Additional RFP response documents and attachments, summaries, and cover letters are written or reviewed

· Feedback from proposal review sessions are incorporated

· Proposal knowledge management and content retention assistance for future use

Most Important RFP Proposal Writer Skills

Below are the most important RFP proposal writer skills:

Clear Communication

RFP proposal writers are the masters of clear communication. They must be able to express complex ideas and concepts in an approachable, easy-to understand way. Their writing should reflect articulate language without any typos or inaccuracies.


As a proposal writer, you will work closely with colleagues from all areas of your business. Every person will contribute to the process and offer their own unique expertise that cannot be found inside one department alone (such as marketing). They may not know how best to showcase what makes them different from the competitors.This is where the proposal writer’s job comes into play.

Timeline Management

To write a successful proposal, you need to know how the process works and be able to work with different projects at once. Many proposal writers are experts in project management because they have their hands full, writing multiple proposals or working on overlapping deadlines.

Detail Oriented

It is not uncommon for RFPs to include dozens of complex requirements. Consequently, the corresponding proposal may span a hundred or more pages. Proposal writers need to be tenacious, meticulous, and thorough in their efforts.

Technology Experience

Technology is now a significant part of the day-to-day operations for many proposal teams. Because of this fact, professionals with proposal software experience are in high demand.

Organizing RFP Responses

Organizing RFP Responses

Creating a strong proposal process when responding to Request For Proposals (RFPs) is an important part of growing your business. There are several parts to manage simultaneously. Developing messaging, meetings with Subject Matter Experts (SMEs), and tight deadlines. By well-managing confidentiality, deadlines, and engaging SMEs you can offer more services to clients.

RFP Proposal Process Basics

What Is The RFP Proposal Process?

The response process answering RFPs is the Proposal Process. It is the organized response that vendors provide to potential customers.

Who Is Responsible For The Process?

Creating a compelling proposal is not always easy. It requires expertise from throughout your business. It requires input that is organized and compiled into an appealing document or presentation for decision makers making the selection between competing bids on contracts.

A range of departments are called upon in most proposals with each contributor adding their skillsets that work together as part of one cohesive whole. But there is not one-size-fits-all when crafting these documents, so you will need some creativity if yours deserves consideration.

With so many steps and people involved, having a single person responsible for overseeing the project is essential. This individual serves as your proposal manager who will ensure that all elements of their team are on track with deadlines while meeting desired outcomes

Other Key Players

Other key individuals play crucial roles on what could potentially turn into an award-winning proposal. Each one brings something important for success.

Other key players in the proposal development process are:

Capture Manager

Before you receive an RFP, the Capture Manager is already working on winning it. They develop a plan with research and customer insights to give your organization’s marketing team every advantage possible.

Subject Matter Experts (SMEs)

You can use SMEs to answer in-depth industry and topic-specific questions, but not all of them will be able to do so. These experts verify knowledge library content accuracy when necessary. They are focused on providing you with good answers for every question asked during the proposal process.

Proposal Development Consultant

When a high-value RFP opportunity comes along, you may want the advice and assistance of an external advisor. A Proposal Development Consultant delivers valuable proposal support for your next big contract negotiation or sales campaign. They provide their industry insights that will help ensure success on the project at hand.

Executive-Level Approver

The Executive-Level Approver is your proposal’s last stop before it goes back to the buyer. With their broad perspective, they ensure that an opportunity aligns with company goals and represents them accurately.

Step-By-Step Proposal Guide

Find An RFP Opportunity

The first step in the RFP response process is identifying an open opportunity to respond. There are several ways that you can find new, available opportunities. Either use a more focused approach and create a capture management plan for key accounts or go through general methods such as searching on websites. You can use Google to search for government sites or social media.

Decide whether To Bid Or Not

After you have identified a potential RFP opportunity, it is time to learn more and decide whether to bid on the opportunity. As one can already see from reading this article, submitting an application with a response proposal takes some preparation work before responding. There should be careful evaluation.

Choose A Proposal Development Approach

How do you respond to an RFP? Well, first things first. You must make sure that your company is ready and willing by choosing whether they want this opportunity before moving on any further. Can your company meet the customer’s needs better than a competitor? Will the ROI be worth the effort? Does it align with the company’s goals?

If it is worth our time, then there will come a point where all these tasks start coming together with proper preparation. At this point a RACI matrix might be the approach of choice or a project implementation plan or a proposal timeline.

Review For Redundancy

Now that you have organized your team and read through the requirements, it is time to start writing a proposal. Before answering any questions for this project, ensure that reading everything in its entirety will help you learn what they care about most.

Consult SMEs

After you have done as much of the preliminary work for your review, engage with Subject Matter Experts (SMEs) and ask them new questions. Assign those who are more knowledgeable in certain aspects or provide context so they can reply quickly on behalf of everyone involved.

Perfect The Proposal

Make sure your proposal comes together and reads like a single document. Review the answers to ensure there are no contradictions, confusing terms, or inconsistencies for your success.

Craft The Summary And Cover Letter

The executive summary and cover letter are key documents in completing an RFP. They allow the buyer’s stakeholders to briefly read the proposal who do not have time to read through all your proposal’s details.

Structure Of An RFP

Structure Of An RFP

A Request For Proposal (RFP) is a tool that buyers use to purchase from suppliers many types of products or services. These could be software programs, construction projects, corporate computer systems, technical services, and legal services. To find the best supplier for your needs there is an appropriate way you should go about building it. This requires seeking the best vendor.

Below are the main sections of the basic RFP:

· The RFP overview and administrative information section is an informative summary statement on the problem, similar to proposals’ executive summaries. The document contains details about how it will be managed such as who will manage or oversee this project and what qualifications that person has.

· The technical requirements section of the procurement process is an important one. Without it, suppliers will not know what you are looking for in your products or services. They need to know how much time they need to prepare a proposal with all their information about those offerings.

· The management requirements section should include all the necessary information to successfully plan and execute your project.

· A supplier qualifications and references section asks the potential vendor to describe their experience with an introduction, as well as list any relevant contacts.

· Suppliers may include any information they feel is relevant in the RFP.

· In order to ensure that the information they provide is accurate and up-to date, a pricing section should exist in your contract.

· The contract and license agreement section is a great way to ensure that all legal documents are included in your purchase, such as nondisclosure agreements.

· Appendices are a great way to include bulky but relevant information such as network diagrams, technical requirements, studies, and project plan outlines.

Project Overview and Administrative Information

The first part of this section provides suppliers with an overview of your company. It is a statement that succinctly communicates the nature or root cause, as well as severity level (how important) to you. The problem should be detailed enough for them. This is so they can grasp both the business-related issues driving it along with any technical problems which may have precipitated said situation at hand.

Technical Requirements

The information and requirements needed to enable suppliers of products or services for your needs. It should first summarize the current business application. It should highlight both technical environment (hardware/software) as well as communications networks available to respond appropriately with all necessary data on hand.

Management Requirements

This section provides suppliers with the information they need to develop a project plan that will cover all aspects, from installation and training through maintenance. The proposed project ensures an orderly process for success.

Supplier Qualifications and References

In order to be considered for this contract, suppliers must supply information about their company and financial status. They also need references from previous customers who can vouch for them in the event of any problems or issues during a project.

Suppliers’ Section

Suppliers are encouraged to comment on the requirements that they feel were not adequately addressed for this section of an RFP. If there is something missing from your proposal, make sure it is clear so that others can understand what additional information you have available.

Pricing Section

This section provides a detailed format for suppliers to follow in developing their price proposals. Instructions should be clear and concise, as this will ensure that all the prices from different suppliers can be compared on an equal basis without confusion or bias clouding judgement.

Contracts and License Agreements Section

This section provides basic guidance to the supplier on how they can best respond when it comes time for them sign contracts or agreements. It could either become part of an already existing pricing agreement with your customer or stand alone.


Make sure to include all the necessary information in an easily readable format. If it gets too long, place this section as a separate document and list its location for future reference.


A Request For Proposal (RFP) is a complex document requiring great care and collaboration from many team players. A good way to ensure the RFP is well-developed is by using software technology enhanced with Artificial Intelligence (AI) and Natural Language Processing (NLP) capabilities.

The Proposal & Contracts Suite provided in the Content Analytics Platform (CAP), developed by Scion Analytics, can help ensure the efficient development of your RFPs.

Cybersecurity Attack Surface

Cybersecurity Attack Surface

What Is A Cybersecurity Attack Surface?

An attack surface is the most vulnerable point at which your network can be hacked. The attack seeks sensitive data like passwords, credit card numbers, and personal photos.

Common Cybersecurity Attack Surfaces

· Any Devices

An attack surface is the area or point at which an attacker can most likely breach your network. This could be any device that connects to a company’s network, whether directly or indirectly through Internet of Things (IoT) devices.

· Privileged Access Accounts

An attack surface is an area or point at which an attacker can most likely use your computer’s vulnerability to breach the network. For example, when you are using a privileged access account without having multiple factors of authentication on it. Someone might be able to take over that information with their own stolen credentials.

· Employees

Be prepared to defend against social engineering techniques, as this has been one of the most common ways for hackers to get into company servers. They send convincing-looking emails that fool employees into thinking they’re something else altogether (such as sales@companyname instead of admin).

· Business Physical Location

Hackers might try to breach a company through any number of ways, but one way is by targeting their physical location. Hackers will sometimes ask an employee for entry credentials and sometime steal them on the spot. These methods make sense as they can slip right

past security systems with relative ease. Companies often install alarms or other detection devices which help deter potential intrusions into sensitive areas like data centers. Though this is not always possible due to remote access technologies such as cloud computing.

Methods For Securing Against Attacks

· Authentication Protocols

Companies should implement multi-factor authentication technology for high level accounts and any platforms that host sensitive data. Every employee who tries to enter such an account should provide multiple forms of authentication, including some form of physical token or token card.

· Least Privilege Approach

A least privilege approach can do wonders for reducing the risks associated with having too many employees have access to company data. As companies develop policies limiting who has what level security clearance it becomes much less likely that these kinds of breaches happen.

· Protocols For Remote Work

To prevent a cyber-attack, developing protocols for remote work can be an effective way to ensure company data does not fall into enemy hands. Employees should use Virtual Private Networks (VPNs) over public Wi-Fi networks to protect their devices from any malicious software that might attempt access to them.

· Monitoring Company Network Traffic

It is essential to have a good cybersecurity surface attack plan in place. The first step of this strategy should be monitoring network traffic within your company. Companies should be aware whether employees are frequenting suspicious websites or giving personal information such as their email address.

· Training Employees For Awareness

There are many ways to protect against a cybersecurity surface attack. Training employees about social engineering techniques, for example, is one of the most common methods used by businesses today. This helps employees know not to fall prey to this type of scammers who use emails with links that appear legitimate but lead towards malware.

What Is Generative AI?

What Is Generative AI?

Artificial Intelligence (AI) algorithms are used to create new content from existing text, audio files, and images. The Generative AI process enables computers to abstract the underlying pattern of an input and then generate similar plausible copy based on that information.

Artificial Intelligence (AI) is a branch of computer science that involves building machines to think like humans. It is making computers do things they are not otherwise capable of, such as learning and problem-solving for us.

Generative AI Benefits

Below are listed some of the benefits of Generative AI:

· By self-learning from every dataset, higher quality of outputs is ensured

· Reduced risks associated with a project

· Reinforced machine learning models are trained to be less biased

· Depth prediction without sensors is enabled

· Using deepfakes to enable localization and regionalization of content

· Robots are allowed to comprehend more abstract concepts both in the real world and in simulation

Generative AI Examples

Here is a list of the ways Generative AI can be used:

Identity Protection

An innovation in identity protection has been made possible by the use of avatars created by Generative AI. These avatars provide a way for Russian interviewees to talk about their experiences with LGBTQ oppression without fear that they will be recognized as such.

Image Processing

Image processing is the process of enhancing images so they can be more easily understood. Generative AI helps in intelligent upscaling, which involves increasing image resolution without substantially changing the original content.

Film Restoration

Film restoration is the process of restoring old movies and images. The upscaling makes them look better, as it then generates 60 frames per second instead 23 or less. Noise reduction helps make pictures clearer by removing any graininess that may be present while adding colors back to enhance its vibrancy and sharpness.

Audio Synthesis

With Generative AI, any computer-generated voice can be improved to sound like a real human voice.


Generative AI is being employed for rendering prosthetic limbs, organic molecules, and other items from scratch when actuated through 3D printing, CRISPR, and other technologies. It can also enable early identification of potential malignancy to more effective treatment plans. IBM currently uses this technology in antimicrobial peptides (AMP) research toward anti-COVID 19 drugs.

Generative AI also comes with some limitations

Difficult To Control

Some models of Generative AI like GANs are unstable and impossible to control, they sometimes do not generate the expected outputs. It is not easy to understand why this happens occasionally.

Limited Pseudo Imagination

Generative AI algorithms such as GANs need a lot of training data before they can be useful. Generating something new is still limited by whatever information we feed into them and their ability to combine what they already know in different ways.

Security Issues

Criminals can abuse Generative AI. Malicious actors may abuse it by creating phishing emails and other scams.


Artificial Intelligence is amazing technology that is here to stay. The overall benefit of AI-empowered machines is to help humans do important and useful things easier and better. Generative AI provides some of the most helpful workforce solutions ever imagined.

Proposal Review Guide

Proposal Review Guide

It is the question on your mind –will you win? Your executives, sales team, and potential customers are all wondering. However, when submitting a Request For Proposal (RFP) response for them to review, it is out of our control.

Nowadays, proposal teams are always under time pressure. They need to move quickly while also reviewing each other’s responses and ensuring they put their best foot forward. What used to be an easy task has become much more difficult because of this balancing act that continues throughout the entire process.

What Is A Proposal Review?

A proposal review is the process of examining an RFP response to ensure quality, accuracy, and consistency. It looks at the quality of the contents, the formatting, and the clarity of the messaging. Proposal reviews occur near the end of the proposal development. Because proposals are complex, there are many areas to focus on while reviewing.

Below is a list of areas to focus on while reviewing an RFP response:

· Cohesiveness of the message

· Competitive win themes and positioning

· Complete compliance

· Pricing

· Accuracy and consistency

· Brand compliance, spelling, and grammar

· Formatting and visual elements

RFP Response Team

There are many ways to go about proposal review, but some companies use an extensive multi-level system. On the other hand, others find that it is more

manageable with scalable systems that they can adjust as needed. The complexity of your proposal should reflect the value it offers to potential customers.

Below are common approaches to the proposal review:

Simple Two-Person Proposal Review

Adequate for both small businesses and simple RFPs, simple proposals are a way of minimizing the burden on your team. This process also makes sure that you account for important elements in order to respond appropriately with an accurate understanding of what is needed at each stage while avoiding any unnecessary work.

Proposal Compliance Matrix

For short RFPs, you can use a proposal compliance matrix to facilitate your response. This process uses a convenient grid that centers around determining whether an applicant’s responses are in accordance with each criterion listed. It does not focus on storytelling or persuasive messaging.

The Color Team Proposal Review

The most in-depth approach is the color team review process. Indeed, this multi-team and layered pursuit contains many reviews throughout RFP response timeline. It is well suited for lengthy or complex contracts with highly technical requirements such as businesses that primarily answer government agency queries or defense contractors.

Color Team Review Assignments

Here are the common color teams that review:

Pink Team Review

The pink team reviews the proposal, ensuring that it is compliant with customer needs and expectations. For examples, they may ask questions such as, “Is every answer complete?” “Does this solution solve their problem?”

Red Team Review

Next, you should have a red team review. This focuses on the customer’s perspective and reads like an evaluator who asks good questions such as, “Does this proposal tell us everything we need to know?” “Do they clearly demonstrate how our business will work together in order for it be successful?”

White Team Review

White glove reviews are a final step before the contract is awarded. These experts read the entire proposal from front to back. They look for any mistakes or inconsistencies in formatting, as well as other issues such as font types, bullet points, and the table of contents.


RFP responses are complex and must be reviewed carefully. Using software technology empowered with Artificial Intelligence (AI) and Natural Language Processing (NLP) can be a huge help.

What is the best proposal management software? We believe the Content Analytics Platform (CAP) deserves that estimation. The CAP provides the Proposal & Contract Suite, which can help with your proposal development and review. What sets Scion Analytics’ proposal management software apart from the competitors? A chief reason is that the CAP is designed to be customizable in nearly every aspect of the platform without writing macros or code.