(For the record, we ran into this problem as well when working on books and not just proposals or technical documentation.) Whenever you have more than one author on a particular subject, it can be very difficult to write together and keep track of changes or even compile the document correct.

In the past few months, I’ve found a combination that works well for my and co-writers/authors.

Scrivener plus Google Docs

I wish I could integrate this for my proposal clients, but currently, the gov’t still only allows submission in MS Word or .pdf files, AND, I haven’t quite figured out the publishing templates so that I have the correct setup and page count limitations. (I’m sure I’ll get there with it.) The compile features works wonderfully, especially for the publication of eBooks. There are a number of other features, most of which I’m just learning to use, but if there’s a way for Scrivener to help me put together a proposal project, I’m going to figure it out!

Scrivener has helped revolutionize my ability to get books written, whether fiction or non-fiction. I think the story boarding ability would truly help any technical writing project from outline to production. I’ve spent years watching a team fill up an entire wall of a war room with post it notes and ideas to map out a response, how much more Eco-friendly to use a digital version! (Not to mention, with my handwriting? A lot more legible!)

Back to co-writing

During the course of many of my projects, there are times when I need to work in tandem with someone on a document. Maybe we’re writing from scratch, or maybe we’re tweaking the way things are phrased. Either way, I’ve taken to using Google Docs. That’s not to say that I KEEP my files in Google Docs. I upload them, we work, I copy the content back to my software and then I delete the file on Google Docs.

I might use Cloud Computing, but I’m still getting use to the security features.

Why Google Docs? Because we can actually be writing together, it saves, and I don’t lose anything. The formatting is there, I’m not trying to copy and paste from a chat window. And, if push comes to shove, I can leave the file up there so my co-writer can go back and work at anytime, or I can. The changes will be there for both of us to see. I don’t use it to compile documents, the formatting still comes up so that I have to go back into Word and fix it all or clean it up.

It’s not a perfect system, but it’s alleviated many headaches and nightmares when trying to get large documents into production or even losing changes from an author who swears there were two more paragraphs added to that section late last night.

PS – DropBox is another great Cloud program to keep your files synchronized! I house many of my projects in DropBox and share out the folders with teammates for certain projects. Sometimes, I’ll even put a book file in a folder so I can get to it no matter where I am.

I am all about being able to enable others to do for themselves. Whether it is training in martial arts or maintaining their own websites, I want people to be able to manage the bulk of the work themselves if need be.

Who wants to wait for me to fix a spelling error three pages in? I know I’m not the most patient of people when it comes to technology or technology breaking…so I’d rather not make my clients wait to have things done.

Thus, the beauty of WordPress. I get to play with the design, tweak the plugins (all the little gadgets that make the site do so many cool things), and write articles (my passion). My clients can go in and make updates, add events, and generally do anything and just ask for help when and where they need it.

It’s a win-win!

Side Note: If the design requires a LOT of back end programming, I’ve got partners I rely on for that. I don’t get into coding. If I can’t find a plug in to work, then to the programmer it goes.

So, I wanted to share a few applications I’ve found that I hope help out in getting things posted when and where you want them.

First up, Day One - it is journaling software that you can sync across devices like your iPad, iPhone and Mac. You can export to Word or cut and paste into your blog. Imagine…you’re at the dojo, you need to jot down a quick note or a paragraph to later use in a blog post, open up Day One, write it quickly. It syncs to your DropBox so you can open it up later, finish the post and the C&P or email it to yourself and then get it posted!

Next, Zoho CRM - FREE Google tool to track your sales leads. They have professional versions you pay for as well, but I’m finding that the free version works just fine for our needs. Plus there are iPad and iPhone versions that sync my accounts so I can be out and about, add a lead to follow up with later. I imported all my contacts, it syncs with my google calendar. I can create different lines of businesses, campaigns and dashboards….plus it gives me reports on my progress. For those who like tools to help track, this should be a GREAT one.

Last one from this past week, dokuwiki - it’s a program you can install on your website that allows you to create your own version of Wikipedia for your site. I’m using it on my writing site to keep track of world creation. I’ll likely be adding one to our dojo site to keep track of our studies, training, etc….an encyclopedia that you can allow others to help add to….or not. What a great way to build you case studies, your histories and more!

I’ll have more going forward…these are just from the past week as I try to get even MORE organized. If you need help with any of them, please let me know!

The problem? My desk really had been overrun. I had book, papers, mail, checks….all sorts of things scattered all around. This is not the norm. What happened? Life. A few project deadlines crept out from their dates (other people moving them, not me) and I’d let it get to me and the order I like to impose.

As Leo Babauta wrote in his newest book, Focus:

You’re at your computer, making it happen, at a desk piled with clutter, surrounded by clutter on the floor and walls, in the middle of a noisy workplace, phones ringing. A notification pops up — you have a new email — so you open your email program to read it and respond. You get back to work but then another notification pops up — someone wants to chat with you, so you go on IM for a little bit. Then your Twitter client notifies you of some new replies, and you check those. Then you see some paperwork on your desk you need to file, so you start doing those.
But what happened to your masterpiece? It never gets done in a cluttered, scattered workspace like this.
Now imagine a different workspace: a clear desk, with only a couple of essential items on it. A clear computer desktop, with no icons to distract you. There’s nothing on the floor around you, and very little on the walls. You have some nice ambient music to block out surrounding noise (perhaps using headphones), and there are no notifications that pop up to interrupt you. All you have on your computer is one open program with one open window, ready to work on your masterpiece.

It got me thinking. This is exactly what happens to me. If my office, desk, inbox, desktop are cluttered, I have a hard time focusing on my task: writing & managing my projects.

So, how do I clear the clutter from my desk?

1. Day Planner – Yes, I use Google Calendar to manage my electronic calendar, but I’ve invested in a day planner I can write in as well. I’m a writer. There’s something about a pen/pencil in hand that allows me more control over the hours in my day. Plus, it’s easier to glance at during the day when the electronic reminders pop up. Spend sometime looking for the one you want and will use. Why else do I use a paper one? I track my hours per project every day. This way, I can tell if I’m wasting time on things and not being productive.
2. Clear Project Folders – I love these things. I swear these things keep me organized and able to do everything I do. One project per folder. My current novel notes, in the folder. Yes, I have all this in electronic files too, but sometimes I need the paper copy sitting next to me while I’m working.
3. To Do List – I’ve tried using Remember the Milk, Google Tasks, and others….you know what I still use? A Balanced Life Planner by Julie Morgenstern where I keep a written list of my daily tasks that I can cross off as I do them. I order these 5 at a time and use one to list out ALL the tasks I have on a particular project rather than just the ones I need to get done that day. Yes, I could use an electronic version of all this, but somehow, the visual sitting right next to me works best.
4. Reminder Bells – Or mindfulness bells. What the heck are mindfulness bells you’re thinking? Chimes that I set at whatever interval I want to remind me to stop doing whatever I’m doing and breathe. Windows version here. Mac Version here for the iPad, iPhone and iTouch. Look up Meditation Timer for the Mac Dashboard. The bonus? Even my 7 year old will stop and breathe when he hears the bells! Why do I use them? Because it allows me to stop and focus…maybe I’ve been spending too much time on Facebook or Twitter and I’m supposed to be writing. It reminds me, gently to get back on task.

Those are my top four. A clear desk allows me a clear mind. An organized desk allows me an organized mind. Any others to share? I’d love to hear how you keep a clear mind and a clear desk!

So, I had to share this compilation from tonight…or at least, how it’s gone so far….

Email from Partner 1: changes to references <references.doc>

I change the order of the 4 references in the document and think to myself, really? The client isn’t even going to notice what order they’re in. Make comment to husband about it.

Email Partner two: It should be The XX Group not XX Construction. Sent from my iPhone

So, I change it all, CMD +shift+H, changed…..11 replacements.

Email discussion starts to ensue about showing the different departments….

Email ME: Nope, pick one. Otherwise it gets even more confusing with all the players you already have. One company, one voice, not separate divisions. You want the client to see a team, not departments.

Email Partner 1: That being said…I really don’t care!

Email Partner 1: I vote for not changing it

Email Me: *gives up and leaves it as it is*

Email Partner 1: Funny what a woman can get you to do!

Email Me: LOL. Careful, I might start ignoring you both after this …ROFL…..kidding, seriously, someone needs to decide. I’m leaving it as it is for now.

I hit undo on change in document.

Email partner 1: Leave it please.  And Ignoring me only make me email you more!

And then the conversation trailed off….you should hear the conversations during final production on a lot of bids….though you’d get a kick out of my last half hour or so…..

We have had a wonderful winning streak in the past year and a half winning literally every proposal we ran, but all of a sudden, our fortunes turned. A new client engaged us to help them prepare a proposal. They agreed to provide to us some key inputs such as subject matter expertise, raw past performance data, resumes, and a compliant price volume that they decided to prepare themselves. We went through our regular steps in educating them about the proposal process, held a kickoff, developed a schedule with plenty of contingency time and a goal to deliver the proposal a day early, provided guidance and templates, and prompted and waited for the promised information.

The deadlines kept slipping, as the client was busy with other priorities. We did what any good proposal people would do in the situation: increased the frequency of contact, added status meetings (that the client neglected), asked if the client would please allow us to interview them so that we could write everything ourselves (in vain), and made general pests of ourselves. As the deadline was nearing with no inputs from the client, we requested and got the extension from the government. We summoned the elusive client to our offices to pry the information out of them, but the client showed up to the daylong working meeting without a computer. Every time we confronted the client, he would absolutely, eagerly promise to get us the information “tonight, no problem.” It never came.

Within 48 hours of the due date, as we were finishing the technical volume, we saw the cost volume for the first time. It had serious compliance issues that required obtaining a formal quote, wrong labor categories, and discrepancies with the technical volume that effectively changed the solution. We proceeded to burn the midnight oil to correct multiple places in text and graphics in order to line up the solution with the price volume.

We got the first past performance reference within 24 hours prior to the due date. It missed some key information, including the actual narrative. The second promised past performance reference failed to materialize. It wasn’t looking good, and it wasn’t getting any better.

After a second sleepless night in a row dealing with the last minute inputs, the day of the electronic delivery arrived, with a 2 pm deadline. True to form, the client wasn’t there. They sent their teammate to sign everything and deliver the proposal. In the 4-hour period before the deadline, the teammate spent time on the phone making a valiant effort to obtain the missing quote for the cost volume, get a replacement past performance reference, and gather other missing bits of information to bring the proposal into compliance. The clock was ticking mercilessly.

Finally, various inputs arrived between 90 and 27 minutes prior to the deadline: unformatted information for the new past performance write-up, a new cost volume still missing an introduction and needing a review, and a quote in need of a rewrite. Fingers typed feverishly, and a mad rush of transferring multiple large files ensued. The technical volume that we wrote made it in with 15 minutes to spare, but the teammate was still trying to make changes to the cost and past performance volumes. The information made it to the government a few minutes past the deadline.

A week later, we got a letter disqualifying us from the competition on the grounds of being late. The client, in response, decided not to pay our final bill and even had the nerve to demand the money he had paid us to date, blaming us for not delivering on time.

I wanted to share a few lessons learned with you from this proposal disaster, so that you never have to encounter a similar situation.

One lesson learned is to educate AD NAUSEAM your clients, bosses, and colleagues, on just how much goes into a timely proposal delivery. Many fail to appreciate the tail end of the work. There is a REASON why we, proposal professionals, plan for extra time for delivery. Everyone who has been around the proposal block a few times knows just how much there is to do while you are getting ready to deliver, and that Murphy’s Law reigns supreme.

You have to plan to: go over the compliance checklist to ensure everything is ready for submission; test the upload function ahead of time; remove hidden metadata; make sure that graphics look the same once they have been PDF’ed and compressed; take extra time to play with the document because files may not compress enough for electronic delivery; combine or split documents; triple-check all the files and CDs to see if they can open on different systems; allow time for correcting last-minute errors in obvious places that everyone overlooked; make sure all the forms are signed and scanned correctly; ensure document titles, versions, and sequence of submittal are correct; give plenty of time for the files to transfer and for you to get a read receipt; if you are delivering hard copies, set up a contingency plan for printers breaking, allow time for book check, and print an extra set for an alternative delivery plan; and on, and on.

Another important lesson learned is to be able to push back on some projects and clients, regardless of whether you are a full-time employee or a consultant. Proposal professionals have a natural tendency for being heroes and thriving on deadlines. Some of it is good because of customer focus and wanting to win no matter what. But you can’t count on rescuing everyone from themselves, especially if they are habitual deadline deadbeats. You can’t always be the only one who cares, left holding the bag. If you count on critical information from others, and have gone out of your way to explain the importance of getting this information by a certain date, and you are not getting it, you have to stand up for yourself.

Many have no problem managing a team and holding it to the deadlines, but everyone tends to want to please bosses and clients. Bosses and clients that throw unrealistic deadlines your way; withhold key inputs; disrespect your boundaries, your time, your work, and your instructions – will negatively reflect upon the quality and integrity of our work. At the end, they will also be unhappy with your performance, no matter what kind of heroics you exhibit.

The first step with someone who is a habitual offender is to let them know IN WRITING that their inability to meet a deadline may result in the proposal being late. If the behavior continues, put them on notice, politely, that the project is in danger of failing due to their performance, and document everything painstakingly. It is bad form to walk off in the middle of a proposal, but you have to be fearless and firm to take steps to protect yourself and your professional reputation.

The last lesson learned is a reminder that winning proposals is a team sport. Even Michael Jordan couldn’t carry the whole game on his own – he needed a strong team to shine. Proposals that win require everyone’s commitment – clients, bosses, authors, subject matter experts, teammates, and not only the proposal professionals assigned to the job. One may hope that individual performers work miracles at the last minute, but it is a much more powerful position to put together a strong team and give it the right resources and support to win.

Get your copy of the Executive Summary Secrets, a self-study course on how to write high-impact executive summaries, at http://www.ostglobalsolutions.com/execsumsecrets-embed. 

You can also still get the replays of the 30-hour comprehensive webinar, Blueprint for Winning Government Contracts for Small Businesses, at http://www.ostglobalsolutions.com/blueprint.

This is completely off my normal topics and focused on site design and appeasing small children. Just so you’re warned

Our son is six. He is fascinated with video games, the web and YouTube (I promise you, we were NOT the ones to introduce him to this). My husband and I refuse to allow him to post videos to YouTube for obvious safety and security concerns. Perhaps we’re a little bit….obsessed about it, but honestly, he’s six…the world does NOT need to see or know him unless he decides he really does want to go into acting as a career.

My compromise?

Create a secure WordPress site to allow him to express himself online, with friends and family, but without the worry. How did I do it?

1. I already had a URL purchased for him.
2. Installed WordPress
3. Found a theme I liked
4. Installed the Restricted Site Access plug in and set it to:
   1. I would like to block all visitors who are not logged in or allowed by IP address
   2. Handling: Send to Login Page
5. Added in content: video, created a blog post with his dictation (mostly)

And we’re off. I subscribed about 14 family/friends so they could log in and see the site.

I’ve had a number of twitter followers ask me how to do this, so I thought I’d post it up. Now, is this going to require maintenance from me? YES. At least until he learns to spell. He can read better than some adults I know, but we’re still working on the typing and spelling skills. But, for those of you with slightly older children? This is a GREAT way to allow them a site, but keep it secure.

Questions? Let me know how it works for you! Share some images of the main page if you’d like. I blurred out his name anywhere on the main page to share the image of his site

~S

1. Non-Disclosure Agreement (NDA) - outlines confidential material, knowledge, or information that the parties wish to share with one another for certain purposes, but wish to restrict access to by third parties.
2. Non-Compete Agreement – a term used in contract law under which one party (usually an employee) agrees not to pursue a similar profession or trade in competition against another party (usually the employer).

I never take issue with NDAs.

Of course I'm not going to share your confidential information. Hello? I don't want you airing my secrets, personal or professional, to everyone you meet (really, if I want people to know…I'll use the social media streams). I'm certainly going to give respect and courtesy due to you! But, there are times when it's taken to the extreme. I'll give you a scenario, and this is general in terms….not a summary of any one client, but things I've seen over the years.

I sign an NDA. All parties to a bid/project sign it. We proceed. We share information. We work on a stellar response, and we submit. Now, on the flip side….we all sign everything, but at EVERY turn, we're reminded that data is confidential…no, you cannot share it with the partners, do not send them the complete and final document. Yet, they're supposed to be our teammates and helping us craft a complete response. Can you see, as a writer, this slays me?

What's a person to do?

Well, in my case, i bow to the wishes of the company who hired me. I am contracted to them.

However, I have this to say…

1. You show a distinct lack of trust in your partners if you're not willing to share information with them after they have already agreed to be on your team and signed everything you've asked them to. In my mind, this does NOT bode well for future work with them on the project. Marriages survive on trust, all other contracts I know do so as well. And as such, if you don't trust them, do you want them on your team to begin with?
2. Do NOT at every turn remind everyone on the team that they are not to share information. We are all adults. We signed the documents. We function in a professional environment. AND, if we don't play by the rules…we're certainly not going to survive long in our chosen field. Reminding us with every meeting invite, document review, etc…is just serving to alienate the team members. AND, make for long hours for your proposal manager because NOW, the bulk of the review cycles rely on him/her.
3. Realize that a lot of information you think is confidential, is already out on the web for the savvy researcher. I can track down interoffice memos and emails about topics if need be. I can draft Health & Safety Plans and write up transition documents. Honestly, the power of your presentation lies in the work you have done and the work you are going to do.

Those are my top 3 for NDA's.

As for Non-Compete? Be very careful. Vague ones about you 'cannot work in this industry with these kinds of clients' doesn't hold up in many states. But check with your lawyer on that one. NOW, if it's about a specific PROJECT. By all means, that's a duh.

How do you feel about NDAs and Non-Competes? Had any issues latey?

This isn't just recent, it's been happening over the course of years. It just seems relevant to write about now.

Everyone is trying to get something for a lesser rate, or soak up your knowledge with in the trenches training.

I don't write this to belittle the questions or the honest curiosity or desire to increase a skill set.

You want to learn? Great.

But realize these skills and knowledge come over time.

Yes, you can take a few classes, but until you’ve lived and breathed responding to proposals from all walks of life…it’s not really going to sink in.

Some companies do great at following a full-fledged process. They map it out or use a standard one (Shipley is great for that). Or they modify one of their own.

These processes only succeed as well as the team adheres to them. If management doesn’t enforce them, they get ignored and fires have to be put out. And then, the smaller companies, don’t have a process…you know what, they don’t quite need them yet.

But, they do need a response strategy – a way to determine if they should bid a project or not.

How do you know if you should bid a project? These are my top five questions when someone approaches me…I have a more detailed questionnaire, but this, should help….

1. Do you know the client? Have you talked with them? Introduced yourself? Learned about their pain points?

Most people don’t consciously realize…people (in companies) buy from people (in other companies) – it is rare, unless you have a big/great brand, that people buy on your brand. Think Apple and the recent iPad sales.  Do you really think someone is going to spend hundreds of thousands, if not millions with your company just based on the written words you’ve provided them? (If so, you need to pay your writers more!) People want to meet you, see what you look like, ask you questions and see your non-verbal response. The only clients I work with who haven’t met me in person? They’ve been referred to me by someone who personally knows me and has worked with me in the past.

2. Is this RFP in your sweet spot or do you have to add partners?

If you’re going after something outside of your range, you’ll be relying on partners to provide for you, and that can have positive or negative effects. If the project is dead on, do everything in your power to attend all the conferences and follow all the rules, or get in good with the current provider.

3. Can you meet all the contract requirements?

The Government (and many commercial clients) is a tricky client. There are FAR clauses, databases you have to be registered with, invoicing/billing systems and insurance/liability requirements to name a few. If you miss a single item, you chance your entire bid being tossed to the side. Do you really want your bid thrown out because you didn’t put everything in 12pt Times New Roman?

4. Do you have someone on your team who has responded to RFP’s before?

Yes. Then it’s a go. If not, HIRE SOMEONE. I promise you, a good proposal manager will save you hours of agony and work. Example: one of my sales guys spent 4 hours trying to fix a document corruption. When he sent it to me? It took 5 MINUTES. Why? Because I know what to look for and how to fix it quickly. I do it too often during final delivery.

5. Do you have time to dedicate to the response?

Proposals aren’t created in a vacuum. They require writing and strict adherence to requirements. Yes, a lot of us work after hours, when the normal day job ends, but you have to dedicate the time. You can’t just use the same content over and over again, although we are all tempted

I have a more detailed Bid/No Bid decision process, as do most of my peers. This is just to get you thinking. I’ll cover more later on what an RFP response costs you in time and money…

It’s a lot more than you think.