Proposal Writer: Best Practices for High-Impact Bids

This article outlines best practices for using the Document Chat feature to extract crucial insights from tender documents. You can then seamlessly integrate this intelligence into the Proposal Writer's Context Panel for superior results.

This approach ensures your proposals are not only well-written but also deeply aligned with the contracting authority's specific needs, priorities, and style.

The Core Workflow: Document Chat to Proposal Writer

1. Select Documents in Document Chat: Begin by selecting all relevant tender documents (e.g., RFPs, specifications, background information) within the Document Chat interface.

2. Ask Targeted Questions: Use specific prompts in Document Chat to analyze these documents and uncover key information.

3. Copy AI Analysis: Copy the structured insights generated by the Document Chat.

4. Paste into Proposal Writer's Context Panel: Paste this information into the corresponding fields within the Proposal Writer's Context Panel (e.g., 'Tone of voice', 'Current tender', 'Criteria').

Best Practices for Extracting and Using Information with Document Chat

1. Understand Core Values & Priorities: The "Question Behind the Question"

• Goal: To identify the contracting authority's fundamental objectives, motivations, and what truly matters to them beyond the explicit requirements.

• Document Chat Action – Example Prompt:

  • Ask: "Based on these documents, what are the main strategic goals or core values the contracting authority is trying to achieve with this project/tender?"

  • Alternatively: "What are the key ambitions or priorities emphasized by this contracting authority throughout these documents?"

• Proposal Writer Integration:

  • Paste the Document Chat's analysis into the "Current tender" field in the Proposal Writer's Context Panel. This field is designed for overarching details like client pain points, unique selling propositions, or the primary drivers behind the tender.

• Benefit: This helps you frame your proposal to resonate with the client's deeper objectives, demonstrating a comprehensive understanding that goes beyond a simple checklist of requirements.

2. Uncover Implicit Meanings: Deciphering Key Criteria

• Goal: To understand the nuanced or unstated expectations behind specific evaluation criteria, such as 'sustainability,' 'innovation,' or 'risk management.'

• Document Chat Action – Example Prompt:

  • Ask: "What does the contracting authority implicitly mean by the term '[insert criterion name, e.g., sustainability]' when considering the overall context of these documents?"

  • Alternatively: "Looking at all provided documents, what are the underlying expectations or desired outcomes related to the criterion '[insert criterion name, e.g., innovation]'?"

• Proposal Writer Integration:

  • Paste the Document Chat's explanation into the "Criteria" field in the Proposal Writer's Context Panel. It's best to associate this insight directly with the specific criterion it relates to.

• Benefit: This allows you to address not just the literal requirement but also the spirit and underlying intent, showcasing thoroughness and a proactive understanding.

3. Structure Information per Criterion: Gather All Relevant Details

• Goal: To ensure each section of your proposal responding to an evaluation criterion is backed by a comprehensive understanding of all associated requirements, client wishes, and any relevant background information from the tender documents.

• Document Chat Action (for each key criterion) – Example Prompt:

  • Ask: "What specific requirements, client preferences, or background information from these documents are essential for addressing the evaluation criterion '[insert criterion name, e.g., Project Management Approach]'?"

  • Alternatively: "List all details (e.g., constraints, desired outcomes, specific mentions) from these documents that are relevant to formulating a response for the criterion '[insert criterion name]'."

• Proposal Writer Integration:

  • Paste this detailed breakdown into the "Criteria" field in the Proposal Writer's Context Panel, clearly linking it to the respective criterion.

• Benefit: Enables the Proposal Writer to generate highly targeted and complete responses for each section of your proposal, ensuring all facets of the evaluation are directly addressed with information sourced from the tender.

4. Align Writing Style and Tone of Voice

• Goal: To match your proposal's language, formality, and overall style to that of the contracting authority, fostering better connection and demonstrating professionalism.

• Document Chat Action – Example Prompt:

  • Ask: "Analyze the writing style (e.g., formal, technical, collaborative) used by the contracting authority in these documents. Provide a concise description of this style that I can use to guide my proposal's tone."

  • Alternatively: "Based on these documents, what are the key characteristics of the contracting authority's communication style? Provide a few bullet points for tone of voice instructions."

• Proposal Writer Integration:

  • Paste the generated description or bullet points into the "Tone of voice" field (e.g., formal, client-oriented, concise) in the Proposal Writer's Context Panel.

• Benefit: Creates a proposal that feels familiar and professional to the evaluators. A consistent and appropriate tone makes your content more accessible, credible, and persuasive.

Leveraging the Populated Context Panel in Proposal Writer

Once you've enriched the Context Panel using insights from Document Chat:

• Generate Proposal Structure: The Proposal Writer can use this context to help you create an initial draft structure that aligns with the tender's criteria, including key points to mention.

• Library Inspiration: When you select text (like a bullet point from a generated structure) and click "Library Inspiration," the AI will use the context to surface more relevant snippets from your past proposals.

• AI Companion (Rewrite, Summarize, Custom Prompts): The AI Companion's suggestions for rewriting, summarizing, or custom prompts will be more accurate and tailored because it's drawing from the rich information you've provided in the Context Panel.

General Tips for Document Chat Prompts:

• Be Specific: The more precise your questions to Document Chat, the more targeted and useful the answers will be.

• Experiment: If the initial results aren't quite what you need, try rephrasing your prompt or breaking down a complex question into smaller parts.

• Iterate: You might ask a broad question first, then follow up with more specific questions based on the initial response to delve deeper into certain areas.

By strategically using Document Chat to dissect tender documents and then channeling that intelligence into the Proposal Writer's Context Panel, you significantly enhance the AI's ability to assist you. This methodical approach leads to more insightful, compelling, and ultimately successful proposals that truly speak to the client's needs and expectations.