Keeping the content library in working order is the key to success for building a proposal on short deadline. And let's face it, they are always short deadlines! So, wing flaps up and let's go to 30,000 feet cruising level and look at the data structure:
1. Top Level Categories:
- Typically by Region or Area that has individual costings. If there is content that is generic to all regions - example: About Us, then make it a high level category such as above under the category 'VIPER'.
- you want them to show up first, add an * or a number 1.
- you want them to show up at the end, add a z in front.
- Good practice - have a category called 'Templates' to store practical examples of content that can be copied. This maintains your branding guidelines and make it easier to build on the fly.
2. Lower Level Categories:
- much like files on your computer, the better you make these categories, the easier it will be to find things and update costings. You can always use the search feature to locate items buried deep.
- try to keep these laid out so they can easily be 'rolled over' with your mouse to see what to select. An example below would be to have individual activity costs (one block) entered into a separate folder called 'Activity Only Costings' and then a folder called 'Tours' which proposal builders can easily find the items that will include all the necessary costs for the tour.
- In the example above:
- Top Level Category called Activities
- Individual blocks with the tour only cost, noted with guide gratuity.
- Folder for the Fishing Tour - this has several blocks (tour cost, transportation, escort staff, etc. ) as well as article (the pictures side of the fishing).