This session, Power of Persuasion, brought together proposal and marketing experts from HLB Lighting Design, Sasaki, and GEI to demystify the proposal process and equip emerging lighting professionals with practical tools for success. Panelists emphasized that strong proposals rely on clear organization, well-defined roles, and early expectation setting. Establishing a standard outline, rating RFPs based on effort, and conducting effective kickoff meetings were highlighted as foundational practices that help teams align on scope, responsibilities, deadlines, and strategy.

Workflow and time management emerged as core themes. Firms benefit from resource-tracking schedules, thoughtful pre-positioning before opportunities arise, and empowering marketers to understand project goals deeply. Over-communication—internally and externally—was described as essential to avoiding misalignment. Tailoring communication styles to different principals, using centralized platforms like Teams or Slack, and nurturing internal and external relationships all contribute to a smoother, more collaborative proposal process.

The session also addressed sub-consultant management, emphasizing the importance of tracking information, setting clear deadlines, and ensuring timely content delivery to avoid last-minute stress. CRM tools such as Deltek, Salesforce, and Microsoft Dynamics were discussed for their ability to centralize data, support decision-making, and strengthen follow-up strategies. The panel underscored the value of concise, visually engaging proposals tailored to each client and project—balancing technical depth with clarity and compelling storytelling.

Finally, the conversation reinforced the importance of managing client expectations around additional services, clearly communicating what is included, and equipping project managers to understand scope implications. Overall, the event presented proposal management as a strategic, collaborative, and communication-driven process that directly influences win rates and firm success.