top of page
Writer's pictureIdeas at Dawn

Scaling Up the Game: A 5-Step Process to Streamline Changes to your RFP

If you know me, you'll know that I thrive on streamlining proposals and creating scalable processes. In other words, I'm your go-to enthusiast for packaging chaos into neat, standardized productivity bundles. My golden rule? Develop scalable systems proportionate to the size of the pursuit so you can work smarter, not harder – think of it as the secret handshake to winning more.

Master the art of visualization your blueprint to success


A nugget of wisdom I'd love to share revolves around a strategy I stand by - keeping track of changes when you receive an amendment or addendum from a project owner.


In the unpredictable world of proposals, it's a given that changes will come flying your way, and amendments may come when least expected. When they do, I've got a fool-proof 5-step process that comes to the rescue, irrespective of how colossal or compact your pursuit might be. Here's your decoding key:


1. Save Amendments/Addenda in the RFP Folder

First, place the amendment or addendum in the RFP folder. This helps create a clear paper trail, which acts as evidence of the changes.


2. Highlight Changes

Take a moment to channel your inner Sherlock Holmes. Read the amendment in its entirety and highlight those sneaky changes or new elements, even if they seem a bit old-school. Not all owners will point these out for you, so having your trusted system to stay organized is important.


3. Swap or Edit Pages

If it's a clean one-for-one swap, replace the solicitation pages with the amended pages. If the changes aren't that straightforward, keeping the original pages and using edit tracking to monitor them is smarter.


4. Use Track Changes

Next, harness the power of the 'Track Changes' function to spruce up your responsibility matrix with any modifications. If you're dealing with a document that doesn’t support this feature (aka Excel), don't fret! Utilize strikethrough formatting and red lettering to mimic the same effect.


5. Share the Updated Matrix

Finally, share the wealth! Distribute the updated responsibility matrix to all members of the proposal team. Remember, you must ensure everyone's on the same page (literally!). There's nothing more counterproductive than someone referring to an obsolete version of the responsibility matrix and RFP.


And there you have it. If you've been struggling to devise a strategy for tracking changes, consider this a gift from me. Implement it, and you'll soon see its difference, leaving you more time to focus on winning those pursuits.


So here's to scalability and resounding success in your proposals! Remember, we are always here at Ideas at Dawn to lend you a hand (or an insight) in your professional journey.


Tap into progressive AEC insights—join our community today and subscribe to our weekly email here.

6 views0 comments

Comments


Commenting has been turned off.

Are you interested in learning more or working with Ideas at Dawn to win more work without adding on more payroll? Schedule a call here.


Are you a visual learner instead...check out and subscribe to our YouTube channel.

bottom of page