What to do after proposal submission

Turn the waiting game into a strategic advantage

For many AEC firms, proposal submission feels like the finish line. The team exhales, shifts to the next deadline, and the pursuit gets parked until the shortlist notification lands in the inbox. 

But here’s the truth: knowing what to do after proposal submission can turn this waiting period into a powerful differentiator. This isn’t about over-investing in prep before you know you’ve made the shortlist, it’s about using this time to align your team, maintain momentum, and set the stage for a stronger, more confident interview. 

For firm leaders, this is where consistent pursuit discipline starts to pay off, boosting win rates, improving client relationships, and building healthier, more engaged teams.

Turn the waiting period between submission and shortlist into a powerful differentiator by keeping technical teams engaged, leveraging pursuit messaging to strategize interview intent, and motivating marketing and BD to maintain momentum and client contact.

Why the stage after proposal submission matters

Strong interview performance isn’t built in the frantic 72 hours between a shortlist email and the first prep meeting. It’s built during every phase of the pursuit, including this post-submission stage.

When leaders treat this period as part of the pursuit cycle, they create three key advantages:

• Confidence: Teams know what’s coming and can focus on quality, not chaos.

• Consistency: The interview story builds naturally on the proposal narrative, creating a seamless client experience.

• Connection: BD and leadership teams can maintain subtle but meaningful client touchpoints without pressure.

This is how top-performing firms turn discipline into results.

Engage your technical team early

One of the biggest mistakes firms make is waiting until the shortlist to involve technical staff and key leaders. This reactive approach creates stress, erodes confidence, and undermines client trust.

Instead, make early engagement part of your firm’s standard pursuit process:

• Brief technical leaders and principals on the high-level strategy and positioning in the proposal.

• Ensure they understand why they’re being positioned for the project, so they aren’t caught off guard.

• Encourage input during the proposal stage so the interview story feels authentic and owned by the team.

  
  

When leaders set the expectation that everyone is aligned early, the entire process becomes smoother and more effective.

Use the proposal as your foundation

The most successful firms treat their proposals as the foundation of their interview strategy, creating consistency and confidence at every stage of the pursuit.

During this window, leaders can guide their teams to:

• Identify the 2–3 key themes to carry from page to presentation.

• Highlight visuals or examples that can be expanded during the interview.

• Look for opportunities to build on the proposal narrative with insights or anecdotes better delivered in person.

This disciplined approach reduces rework, eliminates the scramble, and helps the team show up more prepared and aligned when it counts.

Keep BD and marketing in motion

Your BD and marketing teams also play a critical role in post-proposal strategy. This is the perfect time to:

• Stay connected: Maintain light, meaningful touchpoints with the client to keep your team top-of-mind.

• Monitor the landscape: Track client updates, funding shifts, or competitor moves that may shape your final interview message.

• Plan logistics: Begin mapping interview schedules, travel needs, and presentation details so execution isn’t a last-minute fire drill.

Leaders who empower their BD and marketing teams to keep this momentum see higher efficiency and a more polished, confident client experience.

Make the fire drill a thing of the past

Knowing what to do after proposal submission helps eliminate the chaos and stress that too often define shortlist prep. When leaders prioritize this stage, they unlock measurable advantages:

• A cohesive, client-centered story that flows seamlessly from proposal to presentation.

• Technical and executive voices that are confident, aligned, and prepared.

• A process that feels intentional, not reactive, building trust internally and externally.

This is how disciplined pursuit strategy turns waiting time into a competitive edge that drives stronger win rates and builds a culture of confidence.

---

At Dragonfly, we help AEC leaders build pursuit strategies that deliver—from RFP to proposal to interview—so every stage works together to drive results. Your next win starts here. Connect with us to explore how your firm can turn post-submission strategy into a powerful advantage.