Developing winning proposals is a complex task, one that requires input and insight from various stakeholders. One integral step in this process is the "color team review." Here's a step-by-step guide to facilitate a Pink or Red color team review like a boss.
Role of Proposal Manager
The proposal manager plays an essential role in the review by:
Identifying Reviewers
Choosing participants for a specific color team review should focus on the specific aim of that review stage. Attributes to consider when selecting reviewers include:
Based on these factors, you might source reviewers from the business development team, senior leadership, technical teams, or even bring in outside experts.
Scheduling the Review
After the kickoff meeting, confirm the availability of the reviewers for the specified review dates. If plans must be changed, let the reviewers know as soon as possible.
Distributing Review Package
Send out the proposal review package at least 24 hours before the review meeting. The package should include items such as the solicitation and any amendments or Q&As, the kickoff presentation, guidance on giving feedback, key questions for the review, and the scoring matrix.
Hosting Review Team Meeting
Hold a review meeting in addition to receiving written comments for a comprehensive review process. The review meeting should focus on highest priority feedback and serve as time for the proposal team to absorb the feedback and discuss ways to address it. The proposal manager makes sure the time is used effectively, and discussion is focused on a high-level summary of the feedback rather than a point-by-point read-out of written comments.
Responding to Feedback
The proposal team should be a united front to determine which feedback comments will be accepted or rejected in the proposal. Depending on organizational culture and process, documenting the decisions about whether to accept or reject or how to address comments and feedback may come in many forms. Examples include:
All these options allow for the proposal team to explain what it did and track post-review progress in moving the strategy or document forward.
Many of these principles also apply to other review phases besides the Pink and Red team reviews, so they can be utilized throughout the proposal development process. Following these steps will help ensure a quality and standardized proposal review process, and ultimately, the potential for more wins!
Want more guidance on Color Team Reviews? There are free tools and guides available through the Bid boss Clubhouse's Resource Library!