A Better Interface for Proposal Software Leads to Better Proposals

A file storage interface is not the best way to do proposals. We're stuck using it because that is what Microsoft Windows provides for us. However, if you are implementing proposal software, you should give some thought to improving the user interface. The user interface is comprised of the elements of the computer screen that users interact with, including visual appearance, icons, navigational elements, requests for information, and text. You want the interface to make things easier, because if the authors find it difficult to use you will find it harder to get them to adopt the software and to complete their assignments on time. In addition, if you are using proposal software to reach authors who are located remotely, the interface needs to be intuitive enough to allow the users to figure out how to use the software application on their own.

The file/folder interface is a metaphor. A better metaphor for proposals would work in a way that is similar to the way people work on proposals. You want the interface to enable you to hand an assignment to an author with any instructions, files, templates, or other helpful information attached. When authors log in, all they should be concerned with is what assignments they have to do next. They should not have to see a bunch of menus for features they don't need or to which they don't have access. They should not have to navigate through files and folders to complete their assignment. They should be able to just log in, get their assignments, and go.

When the assignment is complete, the author should be able to click a button to submit the work and then move on to the next assignment. The author should not have to worry about how to name the file and which folder to put it in. There should also be a way for the author to send comments along with the submission in case they had questions or noticed something they wanted to pass on to the next person in line.

If the assignment needs to be reviewed by someone (such as a lead engineer) before it is accepted, then when the author submits the assignment, it should automatically trigger an assignment to the next person. When an assignment is issued or completed, there should be automatic notifications by email, or by instant messenger, whichever works best for each particular case.

A software package that provides an interface with these features and characteristics is Privia®. Privia provides authors with a simple assignment based user interface. It has workflow, routing, and notification features that can be used to send assignments to contributors and submit completed assignments to someone for review and/or acceptance. The screen shot below provides an example of an assignment to make a decision to bid on an opportunity. The assignment includes the documentation to help qualify the opportunity, as well as radio buttons to record the final "bid/no bid" decision. Instructions provide the information necessary to complete the activity.

Privia interface for assigned activity

In addition to ease of use, there is another advantage to this interface, and it is one that is a high priority for proposal managers everywhere: speed. With this interface, you know the moment an assignment is completed. And if it needs to be routed to someone else, there is no lag time lost waiting for someone to deliver it to the next person.

With Privia, managers can automate the proposal process without overwhelming the team members. Managers can create custom processes with standard activities that can be routed to the appropriate contributors. Because the workflow system is handled "behind the scenes", the proposal team members only see what they need to see: their assignments. Once the team member completes the assignment and submits the activity, the workflow automatically submits the next activity to the next person in line. Proposal Managers can view all the activities associated with a proposal effort and have up-to-date progress information allowing for quick identification of issues before they turn into crises.

In addition, Privia can automatically generate a Gantt chart view of the proposal, with just the click of a button. This enables managers to see how tasks are dependent on each other and how a problem on one task could impact another. The user interface for this view mimics Microsoft Project's user interface. By having a familiar interface, users feel more comfortable using the tool, which increases adoption of the tool and eliminates the need to re-train users.

Privia interface with Gantt chart view of process activities

If you are in charge of the proposal and responsible for structuring and managing all of the files, a file/folder interface makes sense. So you should have one available. You should also be able to see a list of all assignments issued under your project, and their status. Privia provides a file/folder interface for managing proposal files, but authors don't have to use it if they'd rather just focus on their assignments.

Privia interface for file management

Privia helps people focus on their proposal strategy rather than on administering the file system. By taking routine, repetitive routing off of the proposal manager's hands and providing a window into the status of assignments across the proposal, it enables the proposal manager to focus on winning.

Sponsored by Synchris Thousands of business and proposal development professionals at companies winning major contracts such as ITES-2S, TEIS and Seaport-e rely on Privia to automate the bid and proposal lifecycle and task order management. Privia is the only comprehensive bid and proposal software designed for companies bidding on state, local and federal contracts. View the Privia Demo today. For more information visit www.synchris.com, email info@synchris.com or call us at 571.434.2982, Option 1 (for Sales).

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