A Proven Model Using Two Workgroups to Produce Successful Proposals and Reports

Every proposal or major report has two components: the substantive sections and the structural sections. I suggest mirroring these two document components with a model composed of two workgroups: one workgroup acts as the core writing group and the other is the structural writing group. Each workgroup is responsible for their own internal reviews, and one person, the Document Editor, communicates with both groups and the external reviewers.

Core Writing Workgroup

The core writing workgroup's responsibilities include the executive summary, understanding, any new tasks that the proposal requires, process descriptions, and a detailed work breakdown structure. One person is designated as the lead, managing the process and facilitating communication among the members. The leader tries to create a group process that allows for the expression of new ideas and for the creation of unique documents, not simply a reiteration of the thinking and language found in the research.

Structural Writing Workgroup

The structural writing workgroup's function is to organize and develop the administrative tasks, resumes, bios, and capabilities. The group assembles the boilerplate, past performance, and focuses on identifying gaps in the document.

The internal operation of the workgroups depend on the requirements of the document and the individual working styles of the people of the members. They should not be overly structured or planned but instead they should be open to change and flexible.

Some documents require more effort than anticipated in order to analyze the technical steps required, and some require more internal reviews than external reviews. At times, frequent individual contact and less frequent interactions will be required, at other times, more frequent meetings will be needed. The important aspect of this process is the creation of work space, not the adherence to procedures.

By frequently communicating with the leaders of both groups, the Document Editor is able to remain sensitive to the demands of the work and adjust accordingly.

In this conception of document production, there are three essential elements:

1.     Many people participate in reviewing information, ranging in topics from industry patterns, government officials, preliminary budgets, staffing, strategic alliances. The many people mainly communicate in groups by email and in meetings.
2.     Working groups emerge with the ability to move the document forward. Members mainly communicates individually by phone and in person. They also communicate with summary reports, as needed.
3.     One person tracks the document until delivery. This tracking starts when the workgroups forms.