This document provides an overview of knowledge management strategies for developing and maintaining an effective content library. It discusses what types of content to include, such as answers to common questions and specialized expertise. Content should be regularly reviewed and updated. The document also outlines how to build and organize a content library, including identifying commonly proposed areas, leveraging existing high-quality proposals, and removing outdated or redundant information. An ongoing process of content audits and assigning content owners can help ensure the library stays up-to-date and relevant.

1. Knowledge Management
Masterclass

2. Agenda
 What a content library is … and what it’s not
 What to include … and what not to include
 How to tackle a library refresh
 Criteria for good content
 How to maintain it on an ongoing basis
 3 questions to ask when choosing a system
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3. Baachu Capture and Proposal Development Process
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Proven on over 1,400 proposals
Sources Sought / Industry Notice Draft RFP Release RFP Release Submittal Win
Orals
Slides
Full Proposal
Process
Proposal Development
& Production
Mod
Spec
Story
Map
AMU
Draft
Final
Final
Draft
Review
Review
Art
Proposal Planning
DRFP/
RFP
Bursted
DRFP
Schedule Annotated
Outline
Compliance Matrix
Win Strategy
& Baselines
Post
Submittal
BAFO
FPR
Customer
Questions
Capture Planning
Bid/No-Bid Gate
Customer
Intelligence
Competitive
Intelligence
Black Hat
Price to Win
Offering
Dev’t
Strategy
Synthesis
External &
Internal
Reviews
Baseline
Evolution
Acquisition
Influence
Pursuit
Gate
Customer
Collaboration
Past Perf.
Win
Strategy
Baselines

4. Proposal re-use
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Identify:
• Identify proposal reuse
candidates from previous
proposals
• Obtain integrated text and
native art files
Red Team Production
Prepare:
• Label integrated files by subject
• Remove customer &
subcontractor proprietary
information from files; reference
with functional label (e.g. SE-
1.docx)
• Remove subcontractor
proprietary information from art
files; ensure caption is retained
& label art (e.g. SE-1.pptx)
Organize:
• Organize electronic text and art
files into functional
categories/directories on
a document management
system
• For example: technical,
management, past
performance, cost, etc.
1a
Use, continuously update:
• Create index to reuse categories
based on integrated text and art
files
• Annotate with information:
• Original proposal
• Purpose of graphic
• Proposal management team
• Etc.
Tech Past Perf
1b
2 3 4
Plan:
• Identify proposal reuse
candidates during Red Team
(only excellent mat-erial that
has high use)
• As they go to production,
obtain integrated text and
native art files
Proposal reuse libraries of text and graphics facilitate efficient proposal development for
opportunities with well-known baselines
However, reuse content must be:
• sanitized: proprietary subcontractor information & customer names removed
• meta tagged to facilitate searching
• periodically evaluated to avoid stale or obsolete material

5. Knowledge is broad
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 Contract performance
location/facility
 Production facilities
 Unique facilities
 System integration lab
 New/modified facility plan
 Special facility security
requirements
 Collocation and team
communications
 Office proximity to
customer
 Proposal development
facility
 Proposal production
capability
Facilities
 Market assessment
 Competition assessment
 Win strategy
 Technical baseline
 Program baseline
(milestones and
schedules)
 Business plan, including
Price-to-Win (PTW)
 Teaming
 Customer contact plan
 Proposal development
 Proposal production
Processes
 Management structure
 Key personnel
qualifications
 Program organization
structure
 Right people to right
roles
 Personnel loading profile
 Special security
clearance needs
 Stakeholder
improvement plan
 Customer counterparts
and relationships
 Training requirements
and plans
 Graphics and production
People
 Management reporting
 Risk management
 Modeling and simulations
 Requirements tracking
 Configuration and
change management
 Earned value
management system
 Time and material cost
collection
 Lessons learned
database
 Collaboration tools
 Proposal templates
 Graphics tools
Tools
Assessing the need for improvements in all Capture Management areas,
to greatly improve your probability to win

6. Using reviews to check customer focus
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Win
strategy
Competitor
strategy
Content
planning
Document
readiness
Lessons
learnt
Proposal timeline
Pursuit
decision
Bid
decision
Submit
proposal
Win

7. Content library
A content library is:
 A central place to keep proposal content
 A tool to facilitate
 Content sharing and reuse
 Regular review and updating of content
 Make creating proposals EASIER
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8. Content planning using MS Word

9. Develop proposal outline & sort re-use materials
• Confirm compliance with
instructions
• Do not interfere with the “core” numbering system
or naming conventions
• Order points in decreasing order of importance
• Group similar ideas
Selecting re-use (boilerplate) materials:
• Find boilerplate that answers
the question directly:
use it as support material only
• Incorporate customer names and
terms
• Avoid overuse
Designing the basic structure:
• Follow the instructions
• Mirror:
numbering systems
naming conventions
Adding structure:

10. What should you include in content library?
Criteria for inclusion
 Answers to commonly asked questions
 Answers to highly specialized questions – really hard to find the answer
 Anything that would be really difficult to recreate
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11. Content can take the form of
• Answers to standard questions
• Descriptions of our services, products, and approach
• Company boilerplate
• Cover letters
• Executive summary sections
• Resumes & bio blurbs
• Graphics
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12. What not to include
 Bunch of stuff SME thinks is important but not relevant to proposals
 15 variations of same answer but with slightly different wording
 Legacy content that might be good but is no longer current
 Customized answers
 Anything client-specific
TEST : Redundant or Outdated or Trivial
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13. Building the content library
If you’re starting to populate a library, ask:
• What’s our most commonly proposed product line?
• What’s our most commonly proposed areas within there?
Then ask:
• What are our gold-standard proposals in this area?
• How can we create un-customized versions of that content?
• Are there additional content areas that these proposals don’t address?
Content library 70% Custom 30%
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14. Adopt KM Strategies & Ensure Sustainability
 Put strategies in place to support the development of a
KM & learning culture so that Genpact’s intellectual
capital may be continually increased and leveraged
practically
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Promote KM as a
Core Value
Incentivise & Reward
Effective
Contributions
Encourage a Learning
Culture - Formally
and Informally
Provide KM Assets at
the Point of Need
Develop
Define KM Roles
Train Managers &
Users
Report KM Status
to Leadership
Measure KM
Performance
Sustain
 Then sustain the KM capability

15. Likely KM Assets and Validation Approaches
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Peer Review Assigned Owners
Multiple Source
Checks
Regular Refresh
Competitor Intelligence / Price to Win
Independent Analyst Reports
Methodologies, Processes & Techniques
Hot Button Library
NPS, Quotations, Case-Studies
Customer Negotiating Strategies
Lessons Learnt (Win & Lose)
Tagged by Customer, Vertical, Solution
Ensure Validation via

16. Build a check list
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17. Content Audit
 Start by tackling your most essential content
 Remove duplicates
 Identify who “owns” the content that remains
 Determine how frequently it should be reviewed
 Set a schedule, and get buy-in from SMEs and their managers
CLARIFY ROLES
 Who updated the record
 Date updated
 Which SME reviewed content
 Did content come from a certain RFP
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