Bernhard FranikHow to Get Your Team Excited About Automated Proposal Processes
Automation Doesn’t Sell Itself
Many companies invest in modern proposal software or RFP platforms to make their bid processes more efficient. But even the best technology delivers little value if the team doesn’t use it—or even actively resists it.
Technological change always requires cultural change as well. Implementing automation shifts established routines, roles, and responsibilities. Those who believe automation can simply be “introduced” as a technical upgrade are often surprised by the resistance it encounters in day-to-day operations.
That’s why it’s crucial to focus not just on functionality, but on people: Who will be affected? What concerns exist? And how can we build real buy-in rather than just formal agreement?
This article explains how to engage your team early, address concerns effectively, and turn automation into a shared success story.
Common Concerns About Automation
New tools don’t just spark curiosity—they can also trigger uncertainty, especially when they disrupt familiar processes. In many organizations, teams meet the introduction of proposal software with skepticism. Common concerns include:
- “AI can’t write high-quality proposals.” A fear that automated content will be generic, off-target, or lacking nuance.
- “We’ll lose control.” Anxiety that personal expertise or a team’s unique style will be drowned out by automation.
- “It’s too complicated.” New systems can feel overwhelming, particularly when layered onto existing toolchains.
- “Our current process works just fine.” People may view change as unnecessary or as a critique of their current performance.
These concerns aren’t resistance—they’re a healthy sign of awareness. Addressing them openly is the first step toward meaningful transformation.
What Successful Organizations Do Differently
Companies that implement automation successfully don’t treat technology as an isolated solution. They understand that lasting process change depends on people—on how well they understand and support the shift.
Key success factors include:
- Early stakeholder involvement: Those affected by the change should participate in shaping it from the beginning.
- Human-centered communication: Instead of focusing on features, frame discussions around real workplace challenges and how automation solves them.
- Clear communication of goals and benefits: Why is automation being introduced? How will it improve daily work for different roles?
- Pilot projects and phased rollouts: Starting small and iterating with feedback is far more effective than a big-bang launch.
- Celebrating quick wins: Highlight early successes like saved time, reduced errors, or smoother collaboration to build momentum.
These approaches turn passive acceptance into active engagement.
Turning Resistance Into Enthusiasm
Build Understanding
Many concerns stem from uncertainty or lack of information. Clear and honest communication about the reasons for automation builds trust and motivation.
Recommendations:
- Internal training formats: Live demos, test access, and open Q&A sessions help the team explore the tool in a hands-on way.
- Focus on real value, not just features: Show how the software improves daily work, not just what it can technically do.
- Share a clear vision: Paint a picture of how the new process will feel—and why it’s worth adopting.
Enable Participation
People are more likely to support a process they’ve helped shape.
Practical steps:
- Gather feedback: Ask where current processes fall short—and how automation could help.
- Appoint power users: Identify team members who can act as internal champions and peer trainers.
- Clarify roles and responsibilities: Who will be doing what in the new setup? What support is available?
Clarity increases ownership and motivation.
Make Progress Visible
Excitement builds when change produces clear, positive results. Track and communicate these results—both quantitative and qualitative.
Examples:
- “We save an average of four hours per proposal.”
- “Manual copy-paste errors have decreased dramatically.”
- “Collaboration between sales and experts is much smoother.”
These kinds of updates build trust—and keep momentum high.
The Right Start: Treat Automation as a Team Project
A successful start doesn’t begin with software—it starts with mindset. Who’s thinking from the user’s perspective? Who’s considering how the work actually gets done?
Start small:
- Choose a clearly defined use case or proposal type.
- Build a cross-functional pilot team.
- Document experiences and share them across the organization.
Tools like Everwise are ideal for this kind of rollout: intuitive interfaces, role-based workflows, and modular implementation paths make it easy to get started—and to grow from there.
Conclusion: Change Begins With People
Proposal automation has the power to streamline processes, reduce friction, and improve content quality. But no tool changes a company on its own. Real change happens when people adopt the new way of working—and want to.
By involving your team from the start, communicating clearly, offering support, and celebrating progress, you lay the foundation for lasting success. It’s not just an IT project—it’s a cultural shift. And when done right, it becomes a gamechanger for your business development efforts.