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

© 2019 Mirren Business Development 11

New Business Operations

Managing Multi-Office & Remote Pitch Teams

© 2019 Mirren Business Development

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

© 2019 Mirren Business Development

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

© 2019 Mirren Business Development © 2019 Mirren Business Development

Multi-OfficePitch


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


Should You Even Be in The Room?



Are You Qualified?



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 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







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


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




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




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




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




Can Command The Attention Of The Agency And Pitch Team Leader

Knows How To Get Things Done


Senior Decision Maker



Project Manager



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



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 Our Combined Team Leader?

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


Confirm Roles & Responsibilities


Confirm Roles & Responsibilities

No Changes, No Exceptions


More Committed Team


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



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


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


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




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)





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






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 Tools

New Business Pitches


Confirm the Tools You Need to Be Effective



Stick to the Basics



Stick to the Basics

Expand Your Tools Over Time


New Business Tools



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?


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


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



Interrogate the Client

100% Accountability: No Exceptions


Your New Business Tools




Time Lost Recreating Files



New Business Tools



New Business Tools

New Business Pitches



Stick to the Basics



Stick to the Basics

Expand Your Tools Over Time


New Business Tools



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


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


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



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


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

eMail

Texts

Slack

Standup Meetings

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