new business managing multi- operations pitch teams mirren 60 min...create a template folder with...

New Business Operations

Managing Multi-Office & Remote Pitch Teams

Mirren.com

New Business Operations

Provide A Few Key Principles That Will Help More Effectively Manage Your Pitch Team – When They’re Not In The Same Office

Mirren.com

Challenges

Showing Up On Time

Challenges

Showing Up On Time

Meeting Deadlines

Challenges

Showing Up On Time

Meeting Deadlines

Compressed Timelines

Challenges

Showing Up On Time

Meeting Deadlines

Team Alignment

Challenges

Showing Up On Time

Meeting Deadlines

Team Alignment

Getting the Best Work

Challenges

Showing Up On Time

Meeting Deadlines

Team Alignment

Time (On Top of Day Jobs)

Challenges

Showing Up On Time

Meeting Deadlines

Team Alignment

Vague Client Briefs

Challenges

Showing Up On Time

Meeting Deadlines

Team Alignment

Vague Client Briefs

Rehearsals

Challenges

And Now You’re Not Even in the Same Room?

Fact: Remote Teams are at a Distinct Disadvantage

A Bulletproof Multi-Office Team Is A Result Of Good Process, The Right

Tools, Adequate Resources, And Perfect Casting

Multi-OfficePitch

When to Proceed / When to Pass1

Multi-OfficePitch

Casting the Team2

Multi-OfficePitch

Positioning the Team3

Casting the Team2

Multi-OfficePitch

Internal Kick-Off Meeting4

Casting the Team2

Multi-OfficePitch

Daily Process & Discipline5

Casting the Team2

Multi-OfficePitch

Casting the Team2

Rehearsals6

Multi-OfficePitch

Casting the Team2

Rehearsals6

Should You Even Be in The Room?

Are You Qualified?

Is the Client Qualified?

Are You Qualified?

Is the Client Qualified?

Remove the Emotions From the Decision

A “Lead” Is Not a “Lead”Until It’s Qualified

A “Lead” Is Not a “Lead”Until the Agency Is Qualified

Engaging in ReviewsWhere Your Odds Of Winning Are Low

Damages Your Team’s Morale And Chances Of Winning Future Reviews

Pitch Targeting Criteria, Dogmatically Adhered To

Minimum Fee/ Margin Level

Relevant Agency Experience

(as defined by client)

Client’s Reputation/Past Work

Resources Available

Access toDecision-Makers

Resources Available

Time or Issue-Based Review

Resources Available

Geography

Resources Available

Geography

Pitch Brief Quality/Timeline

Resources Available

Geography

Pitch Brief Quality/Timeline

Does Anyone Want It?

Be Prepared to Pull Out of a Pitch If New Information Surfaces

Multi-OfficePitch

Casting the Team2

Rehearsals6

Do You Have the Right Team?

Do You Have the Right Leadership?

Two Key Roles

(Pitch-Savvy) Senior Decision-Maker

Two Key Roles

(Pitch-Savvy) Senior Decision-Maker

(Detail-Savvy) Project Manager

(Pitch-savvy) Senior Decision-maker

Knows What It Takes To Win, Settles For Nothing Less From The Team

As A Client Peer, Able To Assess The Objectives & Assignment

Understands How To “Package A Pitch”

Good Facilitator, Negotiator

Has The Authority To Make Critical Decisions On The Fly

Decisive

(Detail-savvy) Project Manager

Not Too Excitable, Capable Of Calm Thought Amidst Panic

Credible, Authoritative

Knows The Agency And Its Resources

Can Insulate The Pitch Team From Distractions

Can Command The Attention Of The Agency And Pitch Team Leader

Knows How To Get Things Done

Senior Decision Maker

Project Manager

Strategic/Research/Insight Lead

Project Manager

Relevant Department Leads (Solution)

Presenting vs. Writing

Break the Rule: “Only those Who Will Work On the Business

Should Be In the Room”

Agencies With Business-Savvy Presenters Will Always Beat Those Who Bring “Day-to-Day” Team

Members

Agencies With Presenters Who Command the RoomWill Always Beat Those Who Are Weak in the Room

Members

Agencies With Presenters Who Command the RoomWill Always Beat Those Who Are Weak in the Room

Even One Weak Presenter Will Cost the Entire Pitch

Who Is Our Combined Team Leader?

Who Is On Our Combined Team? What Role Does Each Member Play?

Confirm Roles & Responsibilities

No Changes, No Exceptions

More Committed Team

Clear, Decisive Leadership

More Committed Team

Clear, Decisive Leadership

Clear, Decisive Project Management

With the Right Team in Place….

Multi-OfficePitch

Casting the Team2

Rehearsals6

When Interacting with the Client…

One Unit, One Team

In No Way Highlight the Geographic Separation

Act Like You’ve Worked Together for Years

Same Email, Phone Area Code, Email Signature, Business Card

If the Client Asks: Tell the Truth“But Look How Seamlessly We Work Together”

Specialized Practice Team

“This is Our Automotive Team”

“This is Our Travel & Tourism Team”

Multiple offices:Which office location is the dominant one?

Focus your team geography there

Multi-OfficePitch

Casting the Team2

Rehearsals6

Pitch Kick-Off MeetingGet the Team Organized – Immediately

Within 24 - 48 Hours ofReceiving the Assignment

Full Team Attendance (Mandatory),at Least Department Heads/Team Leads

Pitch Kick-Off Meeting

Mandatory: full pitch team in attendance

At least key department/team leads

Mandatory: full pitch team in attendance

Project Manager

Relevant Department Leads (Solution)

Kick-Off Meeting Agenda

Review Information in Thus Far

Establish Core Team, Augment As Necessary

Start Planning Key Milestones, Production Schedule

Confirm Research Objectives (and Immediately Begin)

Assign Roles & Responsibilities

Pitch Brief Kick Off Deck

Client and Category Background

Client Challenge with Business and Marketing KPIs

Client Assignment, Revenue, Brief & Timeline

Agency Pitch USP

Preliminary Needs & Resources

Every Day You Wait to HoldThe Project Kick-Off Meeting Is Another

Day of Lost Time for Strategic Development

Every Day You Wait to HoldThe Project Kick-Off Meeting Is Another

Day of Lost Time for Strategic Development

The Longer You Wait,The Weaker (More Reactive) Your Strategy

Multi-OfficePitch

Casting the Team2

Rehearsals6

120120

Do We Adhere To A Disciplined Process?

121121

Align the Team At the kick off meeting

122122

Daily Updates & Communications

123123

Confirmed Communication Channels & Frequency

124124

Confirmed Communication Channels & Frequency

Defined Communications Escalation Protocol

125125

Multi-Office Musts

126126

Multi-Office Musts

Shared File Server

127127

Multi-Office Musts

Shared File Server

Unified Time Zone

128128

Multi-Office Musts

Shared File Server

Unified Time Zone

7—Day Production Schedule

129129

Multi-Office Musts

Shared File Server

Unified Time Zone

Daily Check In/Status Meetings

130130

Multi-Office Musts

Shared File Server

Unified Time Zone

Daily Check In/Status Meetings

Clear Investment & Compensation Rules

131131

Holding Company Musts

132132

Agree Leadership & Decision Making

133133

USP For Integrated Team & Each Role in Pitch

134134

P2P Modeling To Map Solutions

135135

Virtual and Physical War Room

136136

Virtual and Physical War Room

Clear Communication Protocol

137137

As a Rule, It’s Best to

138138

Over-Communicate

As a Rule, It’s Best to

139139

Use Video Conference(More Quickly Builds Team Chemistry)

140140

141141

Streamline Communications:“Connect Horizontally Across Roles”

142142

Pitch War Rooms (Real + Virtual)

143143

Set up your Pitch War Room

144144

One In Each Office

145145

One In Each Office

One Online

146146

Pitch War Rooms Must Be Kept Current:NO EXCEPTIONS

147147

“Insight & Ideas Are Global,Execution & Activation Is Local”

148148

Consider Using P2P as a Pitch Architecture

149149

Map the Entire P2P- Customer Journey

150150

Map the Entire P2P- Customer Journey

From Start to Finish – With Twists and Turns

151151

At Each Touchpoint

152152

At Each Touchpoint

Map the Target Audience Decision to Be Made

153153

At Each Touchpoint

Map the Emotional State – Source of Insight

154154

At Each Touchpoint

Map the Target Audience Desired Decision

155155

At Each Touchpoint

Map the Information Need – Messaging Opportunity

156156

At Each Touchpoint

Map the intervention Opportunity – Engagement Opportunity

157157

At Each Touchpoint

Map the Media Opportunities

158158

At Each Touchpoint

Map the Media Opportunities

Map the Resource/Office/Company Providing

159159

Map the P2P in the War Room

160160

Map the Touchpoints

161161

Map the Decisions and the Insights

Map the Touchpoints

162162

Map the Interceptions, Interventions

Map the Touchpoints

163163

Map the Services, Solutions & Scale

Map the Touchpoints

164164

Map the Services, Solutions & Scale

Map the Agencies

Map the Touchpoints

165165

Use the P2P Map as Architecture

166166

Build your Strategy,

167167

Incorporate Your Resources & Solutions

168168

Incorporate Your Resources & Solutions

Demonstrate a Seamless Experience

Your New Business Tools

Organization Is Essential For Efficiency

Time Lost Looking For Files

Time Lost Recreating Files

Start With A Central File Server

New Business Tools

New Business Pitches

Confirm the Tools You Need to Be Effective

Stick to the Basics

Expand Your Tools Over Time

New Business Tools

Go/No-Go Tool

New Business Tools

Go/No-Go Tool

RFI Answer Bank

New Business Tools

Go/No-Go Tool

RFI Answer Bank

Case Histories

New Business Tools

Go/No-Go Tool

RFI Answer Bank

Templates

Case Histories

New Business Tools

Go/No-Go Tool

RFI Answer Bank

Templates

Case Histories

Master Decks

Multi-OfficePitch

Casting the Team2

Rehearsals6

Test Your Logic Trail

Invite Other People to Confirm the Strength of Your Logic Trail

Can You Rehearse in the Actual Pitch Room?

Create a Similar Experience

190190

5 Days Prior to Pitch Begin Rehearsing Portions of the Pitch with the Individuals

191191

Deck Creation Stops 72 Hours In Advance

192192

Block the Pitch Without VO And With Segues

193193

Rehearse the Pitch With VO And With Segues

Timing Each Section

194194

Cut Anything And Anyone That Isn’t Necessary

195195

Cut Anything And Anyone That Isn’t Necessary

Be Ruthless

196196

197197

Invite Other People to Confirm the Strength of Your Logic Trail

198198

Adjust For Time

199199

Add Back Key Backstories or Color That Add Humanity and Emotion

200200

Rehearse AgainFull Rehearsal – No Stopping – For Time

In Front of Fresh Eyes

201201

Rehearsals

202202

Rehearsals

5 Days Out – Rehearse Individuals

203203

Rehearsals

3 Days Out – Block with Seques

204204

Rehearsals

2 Days Out – Rehearse Sections for Time

205205

Rehearsals

1 Day Out – Rehearse for Time

206206

Rehearsals

1 Day Out – Rehearse for Time/Fresh Eyes

207207

Rehearsals

1 Day Out – Rehearse for Time/Fresh Eyes

Last 24 Hours – Individual WorkRehearse Q&A

Multi-OfficePitch

Casting the Team2

Multi-OfficePitch

Casting the Team2

Multi-OfficePitch

Casting the Team2

Multi-OfficePitch

Casting the Team2

Multi-OfficePitch

Casting the Team2

Rehearsals6

Focusing On The Most Meaningful Client Objectives Will Also Empower Your Team

Focus on the Real Business Objectives

Interrogate the Client

100% Accountability: No Exceptions

Your New Business Tools

Time Lost Recreating Files

New Business Tools

New Business Pitches

Stick to the Basics

Expand Your Tools Over Time

New Business Tools

Go/No-Go Tool

New Business Tools

Go/No-Go Tool

RFI Answer Bank

New Business Tools

Go/No-Go Tool

RFI Answer Bank

Case Histories

New Business Tools

Go/No-Go Tool

RFI Answer Bank

Templates

Case Histories

New Business Tools

Go/No-Go Tool

RFI Answer Bank

Templates

Case Histories

Master Decks

RFI/RFP Answer Bank

Standardized Answers To Usual Questions

RFI/RFP Answer Bank

Written In Multiple Lengths

RFI/RFP Answer Bank

Written In Multiple Lengths

Representing Different Perspectives (I.E. Retail)

RFI Answer Bank

Agency Overview & Philosophy

RFI Answer Bank

Agency Leadership & Team Bios

RFI Answer Bank

Agency Locations

RFI Answer Bank

Agency Departments/# of people

Agency Locations

RFI Answer Bank

Agency Locations

Strategic Development Process

RFI Answer Bank

Capabilities & Services

Agency Locations

RFI Answer Bank

Category Expertise

Agency Locations

RFI Answer Bank

Case Histories

Category Expertise

Agency Locations

RFI Answer Bank

Compensation Philosophy

Case Histories

Category Expertise

Agency Locations

RFI Answer Bank

Compensation Philosophy

Case Histories

Category Expertise

Clients by size/category & testimonials

Agency Locations

Pre-emptively Produce all Assets In Multiple Forms

1. A long Tweet

2. A Paragraph

1. A long Tweet

2. A Paragraph

3. A Page

1. A long Tweet

2. A Paragraph

3. A Page

4. A Video

Templates

Cover Letters, Invitations, Recaps, Debriefs

Templates

Tent cards, Agendas, Leave Behind Covers, Biographies

Templates

Case Histories, All Formats with Category Set Up

Templates

Senior Decision Maker Discovery

Templates

Briefs: Pitch Kick Off, Research, Creative & Solution Briefs

Templates

P2P Strawman & War Room

Templates

Deck Architecture

P2P Strawman & War Room

New Business Pitch Folders

Art, Logos, Master Design and Materials

ResearchClient & Agency

Administration, Finance, Correspondence, Schedules

Outside Vendors

Master Decks

The PitchRFI, Capabilities, Final

New Business Pitch Folder

Create a template folder with all subfolders that can be renamed when a new pitch starts

At the end of each phase review and archive the contents of the pitch

If you tried something new that worked –make it a template and move it Tools

If you tried something that can be reused for another pitch – copy and move it

Collaborative Environment

Teamwork

Microsoft Teams

Google Docs

Communications

Standup Meetings

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