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How Managers Can Set Their Proposal Teams Up for Success

How Managers Can Set Their Proposal Teams Up for Success
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In 2019, 23.8% of the total workforce in the US was working from home, according to the US Labor Bureau of Statistics. Although the Labor Bureau hasn’t released stats for 2020 yet, I think it’s safe to say that the percentage of remote workers will be significantly higher than 23.8%.

While the media published plenty of grim predictions about what the sudden shift to remote work could mean, the anticipated doom and gloom has yet to appear. In fact, the majority of Americans have embraced remote work with open arms—one recent survey found that 54% of Americans want to keep working remotely, even after offices can safely reopen.

As we all settle more comfortably into remote work, lots of managers are getting creative, looking for new ways to help their teams succeed when working from home. Once you figure out the right workflow for your team, remote work presents lots of opportunities for your team to grow and thrive.

A few weeks ago, I talked with Kevin Knopf, the Sr. VP of Marketing and Communications at Keenan & Associates. Before the imposed lockdowns, 95% of Kevin’s team was coming into the office every day. In one day, this percentage flipped on its head, where 100% of his team was suddenly working from home. As he navigated this new working environment, he learned three key things about setting his team up for success.

1) Make Productivity a Priority

The one thing Kevin knew for sure is that he needed to do everything in his power to make the transition as smooth as possible, while also keeping his team productive. He started by focusing on his people.

The first thing Kevin did was encourage his team to adjust their work schedules according to when they were most productive, instead of sticking to the regular 9 to 5 routine. This small change greatly boosted the team’s productivity and helped them to better serve their clients.

As a manager, it’s important to listen to your team members and understand what they really need. This might mean telling them to take tomorrow off when they’re stressed out. Or making sure they log off at their designated quitting time. Giving your team the chance to take some time off helps them recharge and to come back mentally refreshed, ready to do their best work.

It’s also important for managers to find ways to be flexible and go with the flow when unexpected things happen. Maybe your team member’s kids bounded into the room during a video call. Taking a moment to smile and greet them shows your team members that you care about them as people and spreads positive energy throughout the team.

2) Strengthen Your Response Process

When you’re thinking about strengthening your response process, the first thing you should focus on his finding technology that works for your team. For Kevin, having a solution like RFPIO was mission-critical when it came to creating remote workflows.

RFPIO has made a huge difference, especially the project management features that enable them to set up tasks and checklists. In addition to helping them organize their RFPs and respond to them in record time, these checklists have helped team members keep track of each project.

While Kevin’s team had always valued technology’s role in the RFP response process, the transition to remote work encouraged them to further explore some of RFPIO’s features that make remote work easier, especially features that support collaboration and project management.

Another part of setting up remote-friendly workflows is finding an onboarding process that works. Kevin starts the onboarding process with a video series that gives new proposal managers a virtual tour of the RFPIO platform. Kevin also provides a PDF step-by-step manual that the managers can follow as they review the training videos.

This remote onboarding process has been hugely successful at Keenan & Associates, giving new team members a chance to quickly get comfortable with the platform.

3) Build Connections with Team Members

Having a close-knit team that values cooperation and creative problem-solving is key for making remote work a success. And this process starts with establishing connections among team members.

Since positive teams are more productive teams, he stayed on the look-out for ways to bring his team closer together, even though they were no longer sharing a physical space. He set up an open Zoom meeting where team members were free to talk about life outside of work. He also organized different “theme days” on Fridays—one Friday, everyone showed up to the video call wearing their favorite tie-dyed shirt.

It’s also important to hold regular meetings at least once or twice a week to touch base and make sure everyone is on the same page. These meetings should cover each team member’s home life as well as their work life. Talk about what’s happening at home, and what non-work responsibilities they have to take on this week. Regular check-ins like these help team members to understand what’s going on in each other’s lives and helps bring them closer together.

Take Your Proposal Team to the Next Level

Remote work is here to stay, which gives proposal teams plenty of opportunities to rise to the occasion and embrace innovation in the workplace. This is the perfect time to take advantage of technology solutions such as RFPIO to establish efficient RFP workflows that boost productivity whether working remotely or in the office.

Watch my full webinar, below, to learn more about how to take advantage of technology to best support your remote team. Or schedule a demo to learn about how RFP software can help your remote proposal team.

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