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Five Tips to Obtain Content from Technical Staff

How many times have you heard, “Don’t we already have that information in a different proposal?” or how about “Can’t we just dust off a response from another pursuit?” If you oversee gathering, creating and finalizing details of a proposal then you are much too familiar with these skin-crawling questions. But, have you ever thought of it from your technical staff’s perspective? For example, a Project Manager is likely right in the middle of managing several projects and juggling deadlines – now all of a sudden they need to stop what they are doing to provide you content they think they’ve given you a hundred times. Of course, he or she is going to respond with the suggestion of re-utilizing what they have given you before. On the other hand, a marketer’s job is to tailor the proposal for the client, come up with new and creative ways to deliver the right content and pull the most interesting information from the technical team as possible. So, how can you find some common ground? Here are five tips to leverage your technical staff for content creation.

1. Give them something to start with.
Let’s say you need content for how your team is going to approach the project. Pull a few pieces of standard information that you’ve used in the past to get them started. Then, take what you know from the RFP/RFQ and ask your team specific questions that will tie in to the approach. Here are a few example questions:

  • This project is going to be in an occupied building, how will our team handle noise, safety and delivery schedules? (Remind them to help come up with response that are unique to your company’s process)
  • How will we phase this project and why is that the best method?
  • How will we uniquely meet this project schedule?
  • Do we have anything that we offer for this specific pursuit that other companies won’t?
  • What’s the advantage to hiring our company given how we will approach the project?

Basically, get your technical staff thinking. Now that they’ve seen you do some legwork and are reading your prepped questions, they are thinking about the response on a deeper level. 

2. Interview your technical staff.
More than likely, your technical staff does not enjoy writing and it might take them a lot of effort to get their thoughts organized cohesively on paper. Offer to set up an hour meeting where you can record, type and listen to everything they say about the pursuit. Then, take that information and organize it how you see fit.

3. Offer to help.
Do they not have time to walk the site? Offer to go take photos of the site and report back. Are they slammed and keep missing deadlines? Offer to order lunch so they can have a productive, working lunch. Do early mornings work better for them? Come in early one day so you can meet before the day is lost. I’m not saying completely adjust your work-day for your technical staff but I am suggesting you help make the process easier. This will go a long way and only build a better relationship with your team.

4. Be in the know.
Take the opportunity to learn more about the technical pieces within your industry. Attend conferences and read articles to stay up-to-date with current trends. Ask your technical staff for book suggestions that might help you better understand their world a bit. Take your technical staff out to lunch and pick their brain a bit about what they do daily and how certain situations are handled. If your schedule allows for it, ask if you can shadow for a few hours one day and dive deep into their world. You’ll gain invaluable insight from your colleagues through these methods and earn a ton of respect along the way.

5. Befriend your technical staff!
The stronger relationship you have with your technical colleagues, the better. Also, the more you implement the above tips, the smoother the pursuit process will become and the easier it will get to engage your team. Don’t only go to lunch with them to learn, go to lunch to build rapport and team comradery. Set up a happy hour! Have fun together and get to know each other to gain respect for one another. It is always a good idea to engage with people in times when you are not just needing something from them.

These tips should help you gather the best information possible from your technical team, build relationships within your workplace and thus increase your hit ratio. Pursuing work is a team effort and everyone should pull together and do everything they can to submit a winning proposal. Are there any additional strategies you have found successful to gather great content from your team?  


Ashley Black
Marketing Coordinator, Ryan Companies US, Inc.
Ashley joined the AEC industry in January 2015 and became a member of SMPS shortly after. She is the current Blog Chair and a member on the hospitality committee. Ashley loves traveling, basketball, cooking and spending time with her niece, Halle.

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