What are the best practices for communication and collaboration with proposal delivery outsourcing teams?

Clear and Detailed Initial Briefing Project Scope: Provide a comprehensive overview of the project, including the objectives, goals, and expected outcomes. Proposal Requirements: Clearly outline the requirements, including formats, templates, and any specific guidelines. Roles and Responsibilities: Define who is responsible for what tasks, both within your team and the outsourcing team. Centralized Communication Platform: Use a centralized platform (e.g., Slack, Microsoft Teams, or Asana) to streamline communication and ensure all team members are on the same page. Regular Updates: Schedule regular check-ins (daily or weekly) to discuss progress, address any issues, and adjust plans as needed.

Build Rapport Through Communication. Use active listening as a tool. Be transparent and honest & clearly communicate your intentions, limitations, and expectations to build trust. Ask open-ended questions and show genuine interest. Consistently follow through on commitments. Demonstrate reliability by fulfilling your promises and commitments Offer additional benefits such as quality assurance, timely delivery, or exceptional customer service to differentiate yourself. Foster a Positive Environment Use positive and assertive language. Express enthusiasm and confidence for your proposal and the client. Avoid filler words, hesitations, and apologies. Maintain a friendly and upbeat atmosphere.

It's more about the process than the tools. Minimizing the need for real-time communications (meetings, calls)—asynchronous proposal management—is the best way to work with outsourced teams. Any flexible project management app does the work.

Many proposal automation tools allow guest access for consultants. If you frequently use consultants, make sure you have guest passes set up to your content library so they’re not having to work with one hand behind their backs! Some contractors even help maintain and update your proposal library while working on RFP responses, so make sure you find out whether that’s in their scope or practice before you hire them.

Good Project Management practices need to be followed when you're working with an outsourced team on proposal development and submission. In my experience, key to timely communication is talking through the parts that are not clear. Making sure everyone is interpreting the "ask" consistently. Otherwise, you'll get a round box when the requirement is asking for a rounded corner.

*Proposal Management practices. While I agree there is some overlap between project and proposal management, I feel the differences are greater. A proposal is not the same as a project, proposals are opportunities. Projects are the business. Proposals win projects.

I agree with all of these perspectives, but let’s also expect that there may be some bumps in the road when working with outsourced teams, especially if this is a new experience for your firm. Sometimes plans don’t go according to your vision. Be open and pivot if need be and communicate regularly through frequent touch points to ensure alignment on all steps, deliverables and deadlines.

These are good recommendations for a company to keep in mind but should go both ways. A great proposal consultant/outsourced team will do this and more.

These are all great tips for sure. Interviewing several outsourced teams prior to choosing is another way ensure the partnership is a success.

Treat outsourced teams as partners, not vendors: Show respect, appreciation, and recognition for their work. Use icebreakers, social chats, and team-building activities to create a positive atmosphere. Encourage collaboration: Provide platforms for communication and sharing ideas, such as project management tools, virtual meetings, or collaborative platforms. Establish a common language and culture: Use simple and clear language, avoid jargon and slang, and use examples and visuals. Be aware of and respect the cultural norms and values of your outsourcing partners