Week 3 Task Set (01-15-2025 to 01-21-2025)
🎯 Objective: Equip teams to create customized, high-quality sample proposals that are directly tailored to potential clients in priority sectors and regions. These proposals will serve as ready-to-adapt assets and internal references for future real opportunities.
✅ Tasks to Be Done
1. Identify Priority Client Segments and Themes
- Lead: Business Development & Strategy Unit
- Action:
- Select 3–5 high-potential client profiles based on strategic goals and upcoming opportunities.
- Include diversity in sector (e.g., education, youth development, health), region (Africa, Latin America, Asia), and client type (government, NGO, donor agency, corporate partner).
- Outcome: Clear list of targeted hypothetical or real potential clients for whom proposals will be developed.
- Due Date: January 16, 2025
2. Develop Client Personas and Mock RFPs
- Lead: Marketing and Client Insights Team
- Action:
- Draft fictional but realistic RFPs for each selected client persona, based on past procurement notices or known challenges.
- Each mock RFP should include: background, problem statement, deliverables, expected outcomes, and evaluation criteria.
- Purpose: Provide a realistic basis for internal teams to craft targeted proposals.
- Due Date: January 17, 2025
3. Assign Proposal Writing Teams
- Lead: HR and Team Leads from Functional Units
- Action:
- Create cross-functional mini-teams (2–4 people per team) for each mock RFP.
- Include staff from project delivery, M&E, budgeting, and communications.
- Goal: Encourage collaboration and ensure content quality across disciplines.
- Due Date: January 17, 2025
4. Draft Custom Sample Proposals (per Mock RFP)
- Lead: Assigned Proposal Writing Teams
- Action:
- Write a full-length proposal (8–12 pages) tailored to each mock RFP.
- Integrate SayPro solutions, prior experience, contextual understanding, and visual branding.
- Include a clear theory of change, implementation timeline, team bios, budget summary, and monitoring plan.
- Tools:
- SayPro Proposal Template (provided in earlier tasks)
- SayPro Style Guide
- Winning Proposal Library (for inspiration)
- Due Date: January 21, 2025
5. Peer Review and Internal Feedback Session
- Lead: Proposal Quality Review Team
- Action:
- Facilitate structured peer reviews of all draft proposals using the Proposal Quality Review Checklist.
- Conduct an internal session where each team presents their proposal, receives constructive feedback, and notes areas for improvement.
- Format: In-person or virtual; moderated by the Proposal & Business Development Team
- Due Date: January 21–22, 2025
6. Document Learnings and Update Best Practices
- Lead: Knowledge Management Unit
- Action:
- Capture feedback and lessons learned from the proposal writing process.
- Update internal training materials, templates, and best practices based on observed challenges and innovations.
- Due Date: January 24, 2025 (to be finalized the week after)
📁 Expected Deliverables by January 21, 2025
- ✔️ 3–5 fully drafted sample proposals tailored to mock RFPs
- ✔️ Completed peer review and evaluation checklists
- ✔️ Feedback summaries from internal reviewers
- ✔️ Updated learning notes to feed into February’s training loop
💡 Best Practices from SCMR-1 Integrated
- Customize proposals based on specific client language and values
- Showcase local partnerships and contextual understanding
- Emphasize measurable impact and SayPro’s unique approach
- Keep design professional, using infographics and branded elements
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