Updated September 2026: in February 2020, with little support and only a few hours left, I consolidated what information I had into a defined structure, covering every topic leadership had raised, even if the document ended up longer than the client asked for. I have rewritten it into advice on producing a first version under time pressure.
My manager was not helping and teammates had shared little. With hours left before the first version was due for leadership review, I decided on a structure and started consolidating. At one point the document held more than the client had requested, but I made sure every topic leadership mentioned on the call was covered.
Why start with structure?
Because under pressure, structure turns scattered information into a document quickly. Once headings are fixed, you can fill each section from whatever sources you have, and the reviewer can see the whole shape even where content is thin.
How do you choose the structure?
- Mirror the client's request or RFP sections, in their order.
- Add sections for each topic leadership raised.
- Put the executive summary first, even if written last.
Is it a problem to include more than the client asked?
It can be. Extra material makes the document longer and harder to evaluate. In a first version for internal review, it is fine to include more and let reviewers cut. Mark optional sections clearly, so they are easy to remove before submission.
How do you make sure nothing leadership raised is missed?
Keep a checklist from the call notes and tick each item as the document covers it. Send the checklist with the draft, so reviewers see their points were addressed.
What should you ask reviewers?
Which sections to strengthen and which to cut. A first version is for direction, not polish.
How do you fill sections quickly?
Start each section with two or three sentences that answer the client's question directly, then add supporting detail from the repository. Leave clear placeholders where information is missing, marked in a colour, so gaps are visible rather than hidden in generic text.
How do you avoid working alone next time?
Ask for named contributors for specific sections at kickoff, with dates.
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