A Smarter Way to Handle RFP Season
Right when everyone’s ready for a summer vacation, proposal season kicks into gear. From June through September, RFPs seem to multiply overnight. Agencies rush to obligate fiscal year funds, and many set Q4 deadlines that land squarely in late summer. For proposal teams, it’s a flurry of activity—tight turnarounds, simultaneous deadlines, and sometimes too much coffee.
So how do you keep up with it all without getting overwhelmed?
It starts with getting organized—and staying that way. Whether you’re a team of ten or a one-person operation, a consistent proposal framework can help you stay on track. That’s why we recommend this simple but effective proposal management framework: 1.) Research, 2.) Organize, 3.) Outline, 4.) Write & Review, 5.) Submit, 6.) Learn.
This framework is loosely based on the Shipley Method, a well-known, comprehensive approach to proposal development that includes multiple detailed phases—from opportunity planning and capture strategy to final submission and lessons learned. And while it's thorough and strategic, it can also be time- and resource-intensive. For many small teams or fast-moving RFPs, the full Shipley lifecycle just isn’t practical. That’s why I recommend a more streamlined framework that covers the essentials and keeps the process moving forward.
1. Research
Before jumping into any proposal effort, take time to understand the opportunity. Look at the agency’s mission, past contracts, pain points, and potential competitors. Research helps you shape a more tailored and strategic response. This is also the time to take a step back and assess whether you (or a combined team) can meet all the requirements and make a go/no go decision for the opportunity.
2. Organize
My most favorite thing about proposals—time to dive into the RFP itself. Capture key dates, submission requirements, evaluation criteria, and formatting instructions. Set up a shared folder and a proposal tracker so nothing slips through the cracks. The goal is to get everything in one place so your team can move forward with clarity.
3. Outline
I know the temptation is to dive straight into writing. But realizing halfway through that critical instructions were buried deep in the RFP and you overlooked them is defeating. Before you write a single sentence, it’s worth taking the time to build a detailed outline. For federal proposals, this usually means mapping your content directly to Sections L, M, and C. Think of the outline as your roadmap—it keeps you compliant and gives you a clear structure to follow, so every draft has purpose from the start.
4. Write & Review
Maybe you love it or maybe you dread it but it has to get done—time to start writing. You've got your outline in place, the team knows who's handling what, and now it's time to bring the proposal to life.
This is the stage where I lean a bit more into the Shipley process but with my own take. While you’ll go through several drafts of your response, getting two to three rounds of writing and reviewing is ideal.
Pink Team - First Draft
At this stage, don’t get stuck trying to make every sentence perfect. Just focus on getting a solid first draft on the page. Write like you're answering a direct question from the client—because in many ways, you are. Your goal is to clearly show how your solution meets their needs, nothing more, nothing less.
Red Team - Compliance & Messaging
This is your second draft which builds on the Pink Team version of just answering the mail. For the Red Team version, focus on adding more details of your solution regarding benefits, past experience, project successes and incorporate win themes.
I treat the Red Team review like our internal evaluator panel. This is the time to flag gaps in compliance, unclear language, or weak messaging.
Gold Team - Ready for Submission
Finally, the Gold Team review is the polish pass—the last look to make sure the proposal is clean, consistent, and ready to go out the door.
This layered approach will help you move from rough draft to a polished proposal. And while it can be tedious at times it will get you to the end goal of a compliant and compelling proposal.
5. Submit
After weeks of writing, editing, formatting, and review, the hard part is over and now it’s time to submit. This might seem simple, but it can undo all your hard work if not handled carefully. That’s why I never treat it as an afterthought. I always build a submission checklist early in the process and revisit it often: What’s the file type? What’s the size limit? Are naming conventions being followed? Whether you’re uploading to a portal, emailing attachments, or printing and shipping hard copies, double-checking these details can be the difference between a compliant bid and a missed opportunity.
6. Learn
Once the proposal is submitted—whether you win or lose—make time to debrief. What went well? What didn’t? What feedback did you receive from the client, or what can you infer from the outcome? For example, I recently managed a proposal where the debrief revealed that our past performance didn’t align closely enough with the client's needs. Even though the team made an effort to show how our experience could translate, it ultimately wasn’t strong enough. With that insight, the team realized they might have benefited from a more honest upfront assessment of whether the opportunity was truly a fit.
Use these lessons learned to refine your templates, processes, or team roles. This step is essential for continuous improvement—and ultimately, for building stronger proposals over time.