What should Proposal Management software up to?

If you are impressed by the idea of any solution that manages your RFP proposal process

However, you haven’t any idea what proposal software fits with your demands and needs or should solve your problems

You don’t want to spend days or weeks to figuring it out. Here, We will help you!!!


  • What is a Proposal management software?
  • What should it do?
  • What are the Core components?
  • Common misconceptions.


  • What is a Proposal management software?


By definition: a solution that “manages” the entire Responding process, everything – soup to nuts — basically, something that makes your life a lot easier.

  • What should it do?
  1. Manage essential components

with every RFP response; you create, you have three critical components to manage:

  • Knowledge
  • task
  • People

Any system you use should help you achieve all the pieces.

  1. Manages Response

-­‐Brings writers together and put communication in one place.


One of the biggest things you should get out of any system you choose is that it gets you out the endless strings of emails. It manages responses, by managing communication.

It should give you:

  • One-­‐version to work from
  • Global access to authorized users
  • Simple collaboration -­‐ easy to markup with notes, and track edits and versions
  1. Manage Tasks

The messiest thing about any “team project” is figuring out who is doing what, and how much is done.

An RFP package manages your tasks and visualizes this information for you, so you can “see” what’s going on with progress bars, task/section summaries, etc.

Assigning sections and tasks is intuitive and straightforward, and completion progress is visible.

Not only does this make it easy to get a project pulse but it creates instant accountability (everyone can see who is working on what, and who is holding things up).

No check-­‐ins or meetings required.

  1. Manages Knowledge

Your knowledge is arguably the most significant resource you have.

However, traditional document-­‐based processing consigns it to the dust bunny kingdom of multiple file versions and mislaid coffee-­‐stained files.

An effective software service can make all the difference, and effectively leverage your data. It allows you to track and compile and track every version, and monitor edits. You should be able to organize and search this answer database quickly and efficiently, so you can “recycle” past work and never be stuck reinventing the wheel.

  • Common Components

   Three Key Components




Bring writers together


Manage and Visualize Leverage knowledge  
Centralize collaboration Progress bars and project summaries Track and compiles every version  
One version one place Instantly see who is doing what Recycle past responses  
easily assign and track writers Easy ETA and accountability Easy to search past information database  



  • Common Misconceptions
  • It’s not just task management.

Platforms who gives you ease and makes your processes smooth especially to do tasks are good, but They’re not perfect for RFPs. Why?

Because Responses are complex, they’re not just tasks getting checked off a to-­‐do list. They’re a combination of functions and content.

A single sentence Honey-­‐do” assignment simply doesn’t cut it.


  • It’s not just storage.


Responses require both data as well as lots of logistics coordination.

Segregating the two might work, but it doesn’t make sense. Moreover, it’s definitely not optimal.

Knowledge is a living thing; it’s constantly changing and in flux.

It’s growth directly effects tasks. Who does them, how they’re done.

Keep them together; keep them happy.


  • It’s not a shared drive or folder.

Putting information into shared storage like Google Drive, Dropbox, or SharePoint, is a step up from scattered files on personal computers.


However, it’s not necessarily much more efficient.

Again, when it’s isolated from the context of task management, it gets convoluted.

Moreover, while it’s more likely that you’re working from a single version, knowledge can just as easily be lost in complex folder hierarchies.

It’s a step in the proper direction, not an end-­‐all solution.

  • It’s not just a proposal template.

Tools like Word and InDesign for a response template are great.

There’s just one big problem with templates: Where’s the content? Who owns it?

So what do people do? They pull the last RFP they did, make a couple of quick changes, and move on.

However, what happens if IT decides to make some changes to technical details? What if the product team updated the feature set? How do you make sure that the information you’re sending out is accurate and up to date?

Templates are just a starting point.



At the end of the day, a “real system,” a true process, is something that manages components. Meaning it:


Centralizes writers, and manages responses

Coordinates tasks, and eliminates confusion

Monitors and leverages knowledge Without it, critical information wanders unchecked.

Not only is this a security risk (you don’t know who has

access to what), but Word documents and Excel spreadsheet are easily corrupted or simply vanish.

In other words, pushing documents around isn’t a great process.


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Now what?


Hopefully, now you have an idea of what Proposal Management software applications do, and what you get out of the deal.


What’s next?


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