7 Version Control Tips Every Proposal Team (& Manager) Should Know
I still remember the moment I realized I had been working on the wrong version of a proposal. This was in my early days as a Proposal Manager (PM) and before the company I worked for really used the full features of SharePoint. The deadline to get a document out for a color review was fast approaching and I was deep into final edits—only to find out that one of the reviewers had been adding comments to a completely different draft. As the PM, I had to stop and compare both documents line by line, and figure out which edits were missing and which comments still applied. It was a frustrating scramble that could’ve been avoided with better version control. That experience cemented something I now always emphasize with my teams: when everyone isn’t working from the same version, mistakes multiply—and time disappears.
That scramble taught me an important lesson: even the strongest proposal team can get derailed by something as simple as a mislabeled file or missed communication. When deadlines are tight and accuracy is everything, you need a reliable system to keep everyone aligned. Below are some practical tips to help you set up version control that works—without adding unnecessary complexity.
The Importance of Version Control
Government proposals typically go through several drafts, touch many hands (even with small teams), and face strict submission requirements. Without clear version control, you risk:
Losing changes or overwriting important edits
Submitting noncompliant or incomplete responses
Wasting time retracing steps or fixing mistakes at the last minute
How to Set Up Simple, Effective Version Control:
1. Start with Clear File Naming Conventions
Include the project name, section or volume, version number, and date. For example:
LMC_Contract_TECHVOL_v3_2025-05-21.docx
Avoid vague names like “Final_FINAL_revised_NEW.docx.”
2. Centralize Your Files
Use a shared drive (e.g., SharePoint, Google Drive, or OneDrive) where everyone can access and edit the latest files. Avoid saving locally unless offline work is required—and even then, sync back ASAP.
4. Track Changes and Comments Consistently
Always use track changes during drafts and consolidate edits regularly. Set ground rules for comment resolution so feedback doesn’t linger unresolved. For example, if a comment is unclear or contradictory, ask for clarification instead of guessing. Use reply threads to track the discussion and decision.
5. Use Version History or Backups
Cloud platforms often offer version history features. Get familiar with how to restore previous versions if something goes wrong. This is your safety net.
6. Lock Down the Final Version
Once the final is ready, create a “locked” version labeled clearly (e.g., SUBMITTED_FINAL) and save a backup. Keep an archive of all final submitted documents for compliance and future reference.