Jan 2025 - Optimizing Meetings

Standard capture processes are highly complex and demand significant human involvement. Many Business Development (BD) models include multiple team events such as gate/step/process updates and color team reviews. A typical model often involves 4-5 gate/step/process updates and reviews, including Blue Team, Pink Team, Red Team, and White Glove.

These processes translate into 8-9 distinct events, each requiring the participation of 6-8 people—often organizational leaders—for durations ranging from 2 hours to 3 days. This does not account for preparatory meetings, rehearsals, or additional reviews (e.g., Green Team or Black Hat), which may arise for more complex opportunities. Furthermore, delays or rework in these reviews can exacerbate resource demands.

In a “worst-case” scenario, Capture Managers may face a dozen or more team events, placing a significant strain on the Bid & Proposal (B&P) budget. Although these meetings are necessary, they can consume 20-25% or more of the opportunity’s B&P allocation.

To reduce costs and improve efficiency, BD leaders should consider the following strategies:

1. Streamline Gate/Step/Process Updates

Adjust the number of updates based on opportunity complexity. For example, task orders, incumbent recompetes, or lower-value bids may not require the same level of scrutiny as high-value, complex opportunities.

2. Reduce Attendee Counts

Limit participation in updates to only those required per organizational policies. Avoid including participants simply because “it’s a good idea to be there.”

3. Leverage Electronic Reviews

For simpler or lower-value bids, implement electronic review processes. Tools like the approve/disapprove function in MS Outlook can allow stakeholders to review materials remotely, provided the briefing content is complete.

4. Delegate Approvals

Assign gate/step/process update approvals based on complexity, price, and risk For example, the company president need not attend early-stage briefings (e.g., Gate-0 or Gate-1) but should review final pricing and risk assessments before bid submission.

5. Define Color Team Objectives and Time Limits

Establish clear objectives and time constraints for color team reviews to maximize participant productivity. For example, the Pink Team’s purpose should shift from vague goals like “review and evaluate draft win themes and solicitation compliance” to a focused directive:

• “Within 8 hours, review and evaluate the proposal draft for win theme strength and solicitation compliance, documenting any anomalies.”

By adopting these strategies, organizations can reduce unnecessary costs and resource strain while maintaining the quality and effectiveness of their capture efforts.