Tag Archives: capture management software

12 Reasons Why You Need Capture Management

12 Reasons Why You Need Capture Management

Capture management helps organizations strategist contract wins. Business development and proposal processes take hefty amounts of time that would not be complete without clearly defined capture management. Imagine you take on a construction project and your crew spend days and days building a house without first knowing the type of house that needs to be built or even verifying that the prospective buyer wants a house built at all. Business development or responding to an RFP without a capture management strategy is somewhat similar. You need to first qualify an opportunity and have a strategic plan for winning the contract before you place a competitive bid to win.

Capture management holds the building blocks for making smarter decisions, while saving your organization significant time and losses in money or business.

Business development may look a bit different depending on the organization but fundamentally capture management allows you to understand the customer requirements, industry, hot buttons, issues, and motivators. Understanding the customer in depth will help your leadership determine whether the opportunity fits into business objectives, as well as help the proposal team craft a tailored and attentive RFP response.

If you could use another strategy to increase win probability for a government or commercial contract, why not? There is no harm in greater preparation. Here are 12 reasons why you need capture management:

  1. You win more with better-qualified opportunities.
  2. Increase overall win probability.
  3. Decrease costs and losses.
  4. Improve the proposal management process.
  5. Provides your team with greater confidence in contract acquisition.
  6. Focus efforts to a verified deal.
  7. Increases stakeholder communication.
  8. Enables end-to-end qualification.
  9. Improves lessons learned evaluation.
  10. Encourages strategic thinking across teams.
  11. Saves time spent on blind responses.
  12. Additionally, the process is scalable as your business grows.

According to industry expert, Bob Lohfield, “defining your process is the first step toward implementing capture management. This requires developing detailed procedures that mesh with your company’s corporate culture, along with supporting templates to make the process efficient. It takes several iterations to ensure that you establish a defined, repeatable process that works.”

Capture management is not an overnight or one-and-done process. It takes effort at the onset of the business development lifecycle and ought to be revisited several times as you gather more information over time. Overall, your capture management plan must be able to lead your organization in customer acquisition and confidently develop the proposal management process. Capture management software and techniques help reduce some of the burden of the effort and maximize replicable processes. Our capture management E-books Volume I and Volume II will provide you with the skills to make you a better capture manager, with the capture management strategy that overcomes planning roadblocks, and more.

Traits and Skills of a Good Capture Manager

Good capture management requires a strong capture manager to lead it. Now if your organization does not have a formally titled capture manager, that is no excuse to forgo capture management altogether. Many organizations add the responsibilities of a capture manager to other leadership roles on the sales team.

We have taken a look at some capture manager job descriptions and compiled a list of traits and skills that would make a good capture manager:

  • Strategic with experience capturing large-scale projects
  • People-oriented with good communication skills
  • Project management or account management experience
  • Extremely detail oriented
  • A good delegator and multi-tasker
  • A good negotiator

Capture managers oversee the acquisition of contracts that often value well over $1 million. Thus, with great responsibility comes great expectation. Our list above includes the minimum requirements for a good capture manager to help you determine if you have the chops for the role or to understand what to request of a new hire. The role is extremely beneficial to the business development of an organization and to the cohesiveness of the team.

There is a myriad of reasons in favor of capture management. Overall, it helps your organization become more proactive in pursuit of new business and more revenue. Zbizlink is a verified tool that enables you to manage business development better, collaborate with business partners and resources, and make smarter, analytical decisions. Its all-inclusive capture management software and proposal management software combine with four additional applications to offer its users end-to-end solutions.

What is Capture Management

What is Capture Management?

Capture management is one of the most critical steps in securing new business. It involves understanding your best approach to winning a business pursuit. A capture manager is concerned with the intimate details involved in creating winning partnerships, leveraging the best proposal management software with capture management solutions, and mapping capabilities with requirements. This article will help you understand capture management and why it is important.

What is capture management?

According to Shipley, capture management is akin to opportunity management and requires a disciplined approach to qualifying business opportunities and developing a win strategy to improve your probability of winning a strategic opportunity.

Capture management is all about qualification.

The full business development lifecycle takes quite a bit of time, strategy, and resources prior to signing on the dotted line of a new contract. Thus, qualification and using proposal management software ensures that you are not wasting time on the wrong opportunities. Before and after capture management, there are other critical steps.

First, there’s relationship building with the would-be client, then capture strategy, developing the proposal comes next, and then if all goes well a new business deal is on the table. Each step matters and strengthens the outcome of the next one; thus, an RFP software or proposal management tool will reinforce your capture management strategy.

As it relates to capture management, it is critical for a very simple reason. It makes no sense to go after a deal that you do not completely understand or are not qualified to pursue. Why? Well, the would-be client is not going to pick just anyone to manage its million-dollar deals. It will choose the prospect that has invested visible time understanding them and who can truly provide the required solutions.

What does capture management determine?

Capture management professionals are concerned with understanding the facts and figures of a potential business relationship so that it is clearly understood as a good opportunity to pursue.

Capture management helps the pursuing organization determine:

  • Qualified resources including team members and candidates
  • Teaming partners and competitive subcontractors
  • Capability and would-be client requirement alignment
  • Solutions that answer would-be client pain points
  • Potential revenue for the awarded contract

Good capture strategy will analyze information and score an opportunity within a range of less than 75% to more than 90% – the former indicating a weak win probability and the latter demonstrating a strong win probability for the opportunity.

Download the Introduction to Capture Management and Planning E-Book

Zbizlink’s capture management solution guides you step-by-step through the identification of targeted market segments to collecting customer intel, and all the way to the Go/No-Go decision. At every stage of capture management, you add value with more detail and better strategy.

Find the winning 03 tips to federal proposal writing

03 Tips to Better Federal Proposal Writing

Federal government requests for proposal (RFPs) are in a different ball game no matter your experience as proposal writer. Federal government RFPs are usually always harder to read with complex jargon and legal terminology layered in nearly every single section. Proposal teams can use RFP software and the below federal proposal writing tips (and a bonus tip) to respond well to a federal government RFP and be compliant.

Tip 1: Know what is in each section

  • Section A contains the most basic information such as contact information, important addresses, solicitation number, guidelines and deadlines for submission, specific submission instructions, and even information on current incumbents.
  • Section B requires you to enter information on billing. You will need to enter in detail line by line on various billable expenses such as travel, labor, supplies, etc
  • Section C gives you the Statement of Work (SOW). The SOW forms the essence of what services are required and how they are expected to be delivered. It is crucial that this chapter must be thoroughly studied and analyzed by the delivery teams.
  • Section L gives you details on formatting, organizing and laying out of content. It may also contain additional submission requirements- such as a maximum page count, margin, spacing, font, etc.
  • Section M gives you details on how you will be scored and what are the scoring criteria. Focusing on this will help you evolve a strategy that will enable you to have a high likelihood of winning the deal. Reading section M and C together will enhance your ability to create a sound winning strategy and value proposition.
  • Section K has information on representations or certifications that you need to provide. This is especially important if the RFP requires only a specific type of a bidder, such as a US Firm, a minority bidder, a woman-led enterprise, etc.

Step 2: Ensure 100% compliance with a compliance matrix

Often, proposal writers and managers avoid creating compliance matrices because they may take much time to prepare. They feel that they would be more productive if they directly spend their time in responding to the RFP. However, industry studies have shown that creating a compliance matrix before writing an RFP response actually saves more time than they take to prepare.

Even if your font size does not match the compliance criteria mentioned in section L, your proposal will be instantly dismissed. It is crucial therefore that each compliance factor is captured well and adhered to by the proposal writers and contributors. We strongly recommend using a good capture management tool to auto-fetch the compliance factors, or to note down the compliance factors in a spreadsheet manually. Zbizlink provides a capture management tool that will fetch all relevant compliance factors for you so that you can focus on what is more important: strategy.

Tip 3: Read and Ask, Don’t Assume

Proposal writers who work on federal RFPs end up being either too complacent or too stressed while responding to a federal RFP. They either overthink of the RFP or too little. While you can use the above federal proposal writing tips to find the information you need, depending only on the above guidelines may cause you to miss out on some important guidelines that may be hidden in other sections of the RFP. Hence, it is a good practice to glance through the entire RFP once to ensure that you have not missed anything before the kick-off call. During the kickoff call, allocate specific chapters to be re-read by a specific date by specific accountable proposal contributors. Since federal RFPs have long response times, ensure that the entire RFP is read thoroughly before responding.

Just like how proposals contain much boilerplate content, RFPs also contain much boilerplate content. Contradictions and confusions are commonplace. If you are not sure what the RFP’s intention is in-regard-to a specific matter, ensure that you ask about it. You can usually find guidelines for queries on the RFP and how they can be addressed in section L of the federal RFP. Ensure that the RFP is thoroughly read, and all queries are noted and sent to the customer by the date mentioned in section L.

Bonus Tip: Use the best proposal management software.

Good proposal management software will help you organize the proposal and implement the 03 federal proposal writing tips above. Instead of wasting time on mundane tasks such as finding compliance factors, getting approvals and developing and maintaining proposal schedules, a good proposal management software will help you do the same, with a lot less effort.

Zbizlink is entirely online, ensuring that all communication regarding a proposal is available in one place. It also helps you with scheduling, getting approvals, ensuring compliance, finding resumes and teaming with partners who have relevant resources, among other things. Save time. Don’t bid to respond. Bid to win, with Zbizlink.