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Every project manager wants to start on the right foot. That’s a given. It is important to know exactly what you are expected to deliver, and then to create a project plan to help the team accomplish it.
This requires you to be able to analyze sales documents. This is a crucial step in the project initiation stage of the project cycle that will help you achieve the alignment you desire with clients and your team.
There is a high chance that things will get lost in translation if you inherit a project or were not involved in its scoping. You can eliminate ambiguity from sales documents or make follow-up calls to gain clarity as you embark upon your project journey.
This article explains.
The Importance of Sales Documents
What questions should I be asking?
The Importance of Sales Documents
Why should you care about these types of documents?
You must ensure that the client’s contract is identical to the details in your agency’s scope or pitch document.
You were not involved in the scoping of this project, so you need to ensure that what you heard from sales or your account team matches what is in the contract.
You don’t know anything about the project so you use sales documents to gather details and deliverables.
You must ensure that there are no “gotcha” requirements in your firm’s pricing.
Your client should be able show you understand the project parameters.
It is your responsibility to reduce project risks.
Every PM should be able to think critically. You should be able to spot red flags and avoid them before it’s too late. As you begin the process of project planning or initiating your project, you should read through the sales documentation. The documents usually include:
Request for Proposal (“RFP”) from the client
The proposal of your agency (sometimes called a pitch deck, or sales proposal)
The final signed financial agreement
It’s great if you have access to all three documents. If you can only access one of these documents, it is the final contract. It has the signatures. This document is legally binding, so you should be familiar with all details.
No matter what document you are reading you should search them for the same details. These details, such as timing, financial, deliverable or process guidance, will help you plan your schedule, create the product, manage your budget or engage your key stakeholders.
Contracts and RFPs can be quite lengthy and often include technical or legal details that may not make sense to you. This is fine. Pay attention to the fine print and look for keywords and phrases that are important to you, such as budget, timing, and logistics-related terms.
What questions should I be asking?
The world has changed. Why is this happening? Smartsheet transforms your work.
Here is a list of items to be aware of as you go through the RFP, the pitch slides and the contract details. (More important questions can be asked here!
Budget Details
What is the approved budget amount
What is the rate of interest?
Are the budgets divided or allocated by phase or deliverables? Is the budget divided or allocated in a specific way by phase or deliverables (ex. redesign versus ongoing support after-launch)?
How many job codes (ex. Redesign, support etc. )?
Are there any pass-through costs?
Is there an initial deposit or down payment?
Do you need to know the number of a PO?
What are the billing details? Is it a fixed fee, time and materials, or another billing arrangement?
Who should receive the invoice?