Success doesn’t just happen. It depends on clear, intentional communication. The relationship between Subject Matter Experts (SMEs) and Proposal Writers is the backbone of a strong, winning proposal.
SMEs expertise spans health plans, populations served, and the programs that drive impact. They provide both big picture strategy and the detailed proof points needed for a compliant, credible response.
Proposal Writers, on the other hand, are the architects of the response. They dissect the RFP, ensure they address each question fully, and structure the information in both logical and persuasive ways.
Successful collaboration means understanding not just what each team brings to the table, but also how to exchange information efficiently. At Weber, we’ve found that successful SME-Writer collaboration comes down to three key communication factors:
-
Start Strong: Establish the Relationship Early
Before drafting begins, Proposal Writers reach out to their assigned SMEs, setting the tone for open collaboration. This introduction isn’t just a formality. It’s about defining the best communication methods (email, Teams, calls, texts) and ensuring alignment from the start. Knowing how someone communicates is just as important as ensuring they do.
-
Align on Strategy and Expectations
Establish a strategy session to ensure everyone is on the same page, with the same end goal in mind. It’s important to identify what the RFP question is asking, but also why it’s being asked. At this time, the Proposal Writer can clarify messaging, identify gaps, and set clear expectations for sourcing information, drafting timelines, and review cycles. Transparency at this stage prevents last-minute confusion and rework.
-
Maintain a Feedback Loop
Each draft iteration creates an opportunity to strengthen the response. SMEs provide critical insights, including proof points, success stories, partnerships, and testimonials, while Proposal Writers translate them into compelling narratives. To maximize these sessions, Proposal Writers should come prepared with targeted questions, actively listen for key themes, and clarify ambiguous points in real time. Establishing a structured approach, such as using a guided outline or summarizing key takeaways, ensures SME contributions align with the RFP’s priorities. These steps support an open line of communication, which helps maintain alignment, prevents miscommunication, and ensures all parties stay informed on progress, next steps, and final refinements.
When SMEs and Proposal Writers communicate effectively, the entire proposal team operates more efficiently, leading to a stronger end result. The right information reaches the right people at the right time, ensuring a polished, persuasive submission. At Weber, we don’t just write proposals, we craft winning solutions. And that begins with communication done right.
Need further guidance on how to craft a winning proposal? Reach out to us today for tailored support that helps you put your best bid forward: https://www.weberassoc.com/proposal-and-rfp-solutions/
