Conducting Color Reviews of Proposals

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Blue & Pink: Strategy and Story

Blue tests win themes with impartial reviewers who weren’t in the strategy session. Do the differentiators land? Would this truly win against competitors? Pink strengthens storyboards before drafting—flow, headlines, proof gaps, emphasis. Send reviewer packages 24+ hours ahead, keep sessions to 45–60 minutes, and capture clear actions. These early reviews prevent late thrash and make later edits smaller and smarter.

Red: Final Competitive Pass

Red reviews the complete draft against the client’s evaluation criteria. Recruit impartial reviewers well in advance, choose a collaborative medium (large printouts or an online board), and guide the discussion with targeted questions. Prioritize issues that affect scoring and compliance. Collect feedback, implement quickly, and close the loop with reviewers so they see their input reflected in the final.

Gold: Executive Risk/Commercial Check

Use Gold when fee or scope raises exposure. Keep the room small and authoritative: executive sponsor, Finance, Legal/Risk, and Operations. Confirm terms and exceptions, price and margin, work breakdown, and key assumptions. Outcome should be unambiguous: approve, approve with conditions, or stop. Schedule early, deliver concise decision briefs, and respect time—Gold is about readiness to sign, not editing prose.

suggested KPIs for this topic

These KPIs help you conduct disciplined, efficient color team reviews — Blue, Pink, Gold, and Red. They measure preparation, impartiality, facilitation, review quality, and how well each review strengthens strategy, storyboards, risk control, and the final document.

reviewer selection, impartiality & preparation

  • Recruit impartial reviewers who did not work on the proposal and can offer fresh, competitive perspective.
  • Send complete reviewer packages (RFP, draft sections, background notes) at least one day before the review.
  • Provide each reviewer with instructions outlining expectations and their role in the discussion.
  • Keep a rotating pool of reviewers so the same individuals aren’t overused.
  • Track reviewer feedback quality and participation to refine future invite lists.

blue team: strength of the win strategy

  • Complete a Blue Team review for all full-effort proposals before writing begins.
  • Verify that the win theme appears viable, differentiated, and aligned with client emotions and success factors.
  • Ensure Blue reviewers evaluate whether the strategy “would actually win” if they were the evaluator.
  • Incorporate at least 80% of viable Blue Team suggestions into the next draft or explain why not.
  • Track how early Blue Team adjustments correlate with higher win rates over time.

pink team: storyboards & narrative clarity

  • Conduct a Pink Team review once storyboards or section plans are complete — before writing full text.
  • Ensure Pink reviewers assess structure, technical coverage, flow, and clarity of the storyline.
  • Identify thin or missing tasks, issues, or deliverables in the storyboard.
  • Make major narrative adjustments before contributors invest time writing full sections.
  • Track Pink Team findings to refine future storyboard sessions and training.

gold team: risk, liability & pricing governance

  • Conduct Gold Team reviews on proposals that exceed a defined fee or risk threshold.
  • Ensure Gold Team includes an executive sponsor, finance lead, and legal/risk reviewer.
  • Review work breakdown structure, assumptions, exclusions, fees, and terms systematically.
  • Record all Gold Team risk-related recommendations and confirm they are addressed before submission.
  • Require Gold Team sign-off before the final proposal is approved for printing.

red team: final document & compliance check

  • Recruit Red Team members well in advance — not in the final days before deadline.
  • Ensure reviewers receive complete, final drafts and evaluation criteria for structured review.
  • Use a collaborative medium (wall projection, printed boards, or Mural) to review efficiently.
  • Implement all critical fixes surfaced during Red Team or document why certain changes weren’t made.
  • Track the time between Red Team and submission to ensure adequate turnaround time.

facilitation, timing & professional conduct

  • Keep all color reviews to 60–75 minutes to maintain focus and reduce fatigue.
  • Facilitate discussions assertively to keep reviewers on-topic and on schedule.
  • Coach proposal writers to listen without defensiveness and accept critique professionally.
  • Ensure feedback is recorded in a structured template for implementation.
  • Demonstrate respect for reviewers’ time by thanking them and sharing the improved final result.

Choose a KPI from each category to run color team reviews that sharpen strategy, strengthen narrative flow, protect your company from risk, and raise the overall quality of your proposals.

Bluey pointing down