Laura's Winning Ideas

Four schools of thought on proposal security:

What Me Worry?

• Proposal team meets in a conference room with floor to ceiling windows to both the outdoors and  the of your office.
• No door locks
• All work is done in cubicles open to the rest of the office
• Phone calls are handled at cubicle desks where anyone can overhear details being discussed.

Good Enough

• Windowless War Room
• a shredder or box reserved for the shredder
• The building has a receptionist monitoring traffic in and out

Good

• Proposal team uses a suite of cubicles and/or offices separated from the rest of the office staff.
• Each person has a shredder
• Entry into the area is secured, everyone is badged

Best/Overkill

• Underground, lead-lined, unmarked entry with each person using their personal security code to enter and depart.
• Stand alone hardwired network.
• No outside phone, no internet access, no network access outside the immediate group
• Guards on the floor above
• Shred box in every room, no wastebaskets, everything is incinerated or shredded.

I’ve worked in all of these settings for proposals. The underground facility was like working on a submarine. And boy! Everyone took it seriously.

Only the naive think proposals don’t need security. I find proposal security helps remind people that this is confidential and business sensitive work. Treat your proposal casually, and folks tend to chat about your strategy and themes over lunch at a crowded restaurant.

Treat your proposal with a higher level of security, and folks remember that talking over the baseball game at lunch is a better topic than talking about anything having to do with your proposal.

I just finished a proposal that required a number of cross-country trips, and the predictable lost luggage along the way.

My previous back-up plan failed. I used to depend on finding a Walgreen’s or CVS (most likely stores to be open all night), hop a taxi to the nearest store, and get a fresh t-shirt or turtleneck and cosmetics to squeak by. No more. The only clothing options were reminiscent of something I’d find in a truck stop.

(You should have seen the looks when I showed up the next morning in a t-shirt with glitter embossing, over mis-matched slacks.)

My new tactic is to pack overnight necessities in my carry-on, which of course means you have to pare down your liquids and gels to qualify as carry-on luggage.

No one seems to have figured out how to address this dilemma. The only travel packs I found had just a few bottles of too large quantities.

I’m using at least 11 items that qualify as controlled liquids and gels. And I don’t need 2 or 3 ounces of anything for a few days trip.

My Solution

REI and The Container Store carry a variety of containers, from 1/4 oz. to 1 oz. which are perfect for a week’s worth of lotion, cream, makeup, shampoo, etc. Add a small tube of toothpaste, put it all in a zip-lock bag, and you’re good to go.

I tried out my new pack on my last two trips. Nothing leaked. I chose the leakproof screw top jars for the more precious or liquid items. Creams traveled in the snap-shut 1/4 oz. jars without a problem. I’ve been using up the contents this last week, so the quantities are plenty for most trips.

No problem with security. The rule is no individual container larger than 3 oz., total quantity limited to the size of a one quart zip lock bag which must be able to close.

In the August 2007 edition of Inc. Magazine, the feature is on Morale Boosting activities. Leigh Buchanan, included a collection of advice from a variety of sources, including myself.

Take a peek!

I like to see the proposal team taking a lead on these kinds of activities. It helps us because we are always on the asking end of the conversation, so it’s nice to be on the other end for a change. Leigh told about one of my favorite episodes, when George was asked to solicit updates for the resume and project summary databases. You can read it here.

She barely alluded to the biggest event which has outlived my tenure at 3 companies: The annual Halloween Chili Cookoff. You know you have an event that has gone “viral” when the email threats start flying in August about the secret ingredients they are growing at home for their winning pot of chili next October. Instructions are here.