Proposal managers not only manage the proposal process and strategy to ensure an on-time submission, they are key players when it comes to increasing morale during the proposal tunnel. When the final RFP is released, normally one of two situations occur: (1) the team is excited to work together to produce a winning sales document for submission, or (2) the team has a long sad face because they dread the next four to six weeks.
Great proposal managers are also good leaders and motivate their teams during the stressful proposal tunnel. Proposal managers can increase morale by implementing some or all of the below five tips.
Smile, Set a Good Example, and Set Expectations Early
Proposal managers have one of the most stressful roles during the proposal tunnel, by smiling and exhibiting a positive attitude, even in the most stressful situations, the proposal team is more likely to relax and follow your lead. Be transparent with the team and be open about the schedule. Address the importance of meeting deadlines. If you display a positive attitude and show your commitment to the team, the team will be more apt to be committed to meet driven deadlines. Remember the good old saying, “You get more with honey than you do vinegar!”
Provide Opportunities for the Team to Interact on a Personal Level
It is no secret that workdays are longer than eight hours! The team needs to be able to recharge and clear their minds. Daily standups can be stressful for some individuals. Incorporate one or two trivia questions at the beginning of the daily standups. This provides an opportunity for the team to bond and promises a few laughs at the beginning of the day. Try placing a puzzle in an open area for individuals to work on during breaks. Stepping away from the computer and focusing on a few pieces at a time helps authors clear their minds, and by the end of the proposal, the team has a puzzle or two completed as a group effort.
If you display a positive attitude and show your commitment to the team, the team will be more apt to be committed to meet driven deadlines.
Give Special Shout-Outs Each Day
Reward and incentivize the team with special shout-outs, such as early bird—the person who is the first to arrive to the daily meeting—or key contributors—the person who accomplished the most on their section the previous day. Place a note on a team member’s desk saying, “Nice work getting your section completed,” “Great job helping John last night,” or “Thanks for working late so the team could review all sections of the volume today.” A little note of thanks or kudos reaps huge benefits!
Encourage Camaraderie at Least Once Each Week
Provide opportunities for the team to connect. Make reservations at a restaurant and get everyone out of the office for lunch or dinner once a week. This offers a great opportunity for the team to clear their minds, refuel their energy level, and build relationships. In addition, great ideas and solutions normally surface when employees connect in a no-stress zone environment—it is a win-win situation.
Build a Schedule That Allows Work-Life Balance
30- and 45-day proposal tunnels tend to create environments that make it hard to have work-life balance. Proposal mangers can help increase work-life balance for their teams by creating schedules that allow downtime on weekends. Creating a schedule that allows every weekend off may be impossible; however, when possible, allow weekend downtime for the team. When individuals feel they have control over their personal schedule, stress decreases, productivity increases, and overall team morale increases.
Carolyn Burns is a proposal director at BAE Systems, a global defense, aerospace, and security company. She can be reached at carolyn.burns@baesystems.com.
Join the Conversation