Work Backwards for Effective Scheduling

In the realm of government contracting and proposal submissions, effective scheduling which leads to timely delivery is significant.

When responding to a Request for Proposal (RFP) or preparing a bid, aim to submit your proposal response at least one day before the official due date. This effective scheduling strategy ensures that your proposal is not only submitted on time but also provides a buffer in case of any last-minute issues or unforeseen delays.

By scheduling your submission for a day earlier, you can avoid the high-risk scenario where a late proposal is often eliminated and immediately trashed. Planning ahead allows you to breathe easier and review your submission thoroughly, improving the overall quality and compliance of your proposal.

Items to take into consideration:

1. Delivery – Will this be an overnight shipment via an international shipping service, via local courier, or self-delivery?
2. Printing – Will you use an outside printer or will you print in-house? If you plan to send your proposal to an outside printer, contact them as soon as your schedule is created, so they know to expect your print job. Waiting until the last minute to notify them, is not good; they may not have room in their production schedule to accommodate your “RUSH” request.
3. Reviews and Approvals – Who will be involved in the reviews and the approvals? What else do these people have on their plates and how do other deadlines affect their contributions and input?
4. Weekends and Holidays – Avoid scheduling on and around these as much as possible.

Estimate Time Standards by Task

Managing a proposal involves dealing with numerous unpredictable elements—such as contributor deadlines, computer failures, or shipping delays. While solutions exist for these challenges, you can’t create more time. Effective scheduling is key. By designing a robust proposal schedule and including buffer time for unforeseen issues, you enhance your proposal response’s chances of success and reduce stress, even amidst the complexities of an RFP.

Fruitful Scheduling Using the Eisenhower Matrix

The Eisenhower Matrix is great for effective and fruitful scheduling. It helps you categorize tasks based on their urgency and importance. It divides tasks into four quadrants:

• Urgent and Important: Tasks that require immediate attention and are crucial to your goals. These should be tackled first.
• Important but Not Urgent: Tasks that are important for achieving your long-term objectives but do not need immediate action. Schedule these tasks into your calendar to ensure they are completed.
• Urgent but Not Important: Tasks that require quick action but do not significantly contribute to your goals. Consider delegating these tasks if possible.
• Neither Urgent nor Important: Tasks that neither require immediate attention nor contribute to your goals. Evaluate if these tasks can be eliminated or postponed. Using this matrix helps you focus on what truly matters and manage your time more effectively.

Incorporate Buffer Time

Adding buffer time between tasks or meetings allows for unexpected delays and transitions. This extra time helps achieve fruitful scheduling goal and provides a chance to recharge or prepare for the next task. For example, if you have back-to-back meetings, scheduling a 10-15 minute gap between them can help you wrap up notes, mentally reset, or address unforeseen issues. Buffer time enhances productivity and reduces stress by creating a more manageable and flexible schedule.