Late nights. Last-minute scrambles. Chasing SMEs for the same answers you asked for last quarter.
If this sounds like your proposal process, you’re not alone.
Most proposal managers live in a cycle of repetitive tasks, looming deadlines, and pressure to deliver flawless RFP responses. But here’s the truth: working longer hours won’t fix the problem. The real breakthrough comes from working smarter.
The Problem with “Working Longer”
Too many proposal teams try to win by brute force - putting in late nights and endless review cycles.
But the costs are real:
Burnout and turnover among proposal managers.
Missed deadlines when SMEs don’t reply fast enough.
Inconsistent responses that damage credibility.
One survey found that almost 20% of a proposal team’s time is spent searching for internal information or chasing down colleagues for answers (McKinsey). That’s wasted time for both sales and proposal teams.
What “Working Smarter” Really Means in Proposal Management
“Working smarter” isn’t about cutting corners. It’s about designing a system where great responses happen consistently - without stress.
That means:
Centralized knowledge so answers don’t live in someone’s email inbox.
Automated workflows to remove repetitive tasks.
Faster collaboration with SMEs and reviewers.
Instead of staying late, proposal managers can reclaim hours and focus on what really moves their win rates.
3 Practical Ways Proposal Managers Can Work Smarter
1. Automate repetitive tasks
AI-driven proposal software can draft responses to common RFP questions in seconds. Instead of starting from scratch, proposal managers start from a strong AI-generated draft.
Knowledge libraries ensure the latest approved content surfaces automatically. No more chasing down old emails or Teams messages. Teams using AI automation report cutting RFP response time by 40% or more.
2. Streamline collaboration with SMEs
Email threads are where proposals go to die. A smarter approach: bring SMEs into a structured workflow.
Modern proposal platforms allow for collaboration with subject matter experts directly in the tools they already use. Instead of juggling attachments, SMEs approve or edit responses in one place. That means fewer bottlenecks and fewer late nights.
3. Measure and improve continuously
Working smarter isn’t a one-time project. It’s a discipline.
Proposal managers who track metrics like:
Hours saved per RFP
Response turnaround time
Win rate lift
…can prove ROI to leadership and justify more resources. Teams adopting AI proposal software often see deal cycles shorten by 20–30%.
Why AI Proposal Software Is the Game-Changer
Generic tools like Google Docs weren’t built for proposals. That’s why Settle (and AI-native proposal platforms like it) are changing the game.
Settle is:
Purpose-built for RFP workflows - not a generic project tool.
AI-native - built from the ground up to generate accurate, context-aware answers.
Fast to adopt - teams see value in days, not weeks or months.
With Settle, proposal managers spend less time formatting, searching, and chasing - and more time winning.
Mini-Checklist for Proposal Managers
Want to work smarter starting now? Here’s your quick checklist:
Centralize your proposal knowledge base.
Use AI for first drafts to save SMEs for high-value input.
Standardize review and approval workflows.
Track and share time-savings with leadership.
Proof That Smarter > Longer
Industry research shows that proposal automation improves response times by 40% and can increase win rates by 15% or more (Gartner). That’s not just efficiency - it’s meaningful revenue impact.
Final Word: Work Smarter with Settle
Proposal managers don’t need to burn the midnight oil to deliver winning RFPs. With the right AI proposal software, you can cut response times, improve collaboration, and boost win rates, all without working longer hours.
Ready to work smarter? Book a demo of Settle today.