Effective Red Team Reviews – Advice from a Recent Engagement

Effective Red Team Reviews – Advice from a Recent Engagement

In a recent project, I faced one of the most challenging but rewarding red team reviews of my career. We implemented a detailed process that resulted in highly effective feedback, not just because of the expertise involved but because of how we managed and synthesized that feedback.

Elements of a Successful Red Team Review

The success of this red team review boiled down to two main factors:

• Process: By organizing the review in a structured, step-by-step manner, we ensured that feedback was clear, constructive, and aligned with the proposal’s objectives. Consolidating the feedback was particularly important in preventing confusion and making the proposal revisions more efficient.
• Expertise: The reviewers brought a wealth of knowledge and experience relevant to the funding request, which was essential in providing nuanced, insightful feedback. That said, expertise can sometimes lead to subjective opinions, and managing those differences was key to producing a final report that everyone could agree on.

Here is a breakdown of how we approached it:

Step 1: Initial Prep Meeting and Setting Expectations

The foundation of any successful red team review is clear communication and expectations from the outset. To set the stage, we held a preparatory meeting with all the reviewers. This meeting was crucial for aligning everyone on the review process, timeline, and objectives. We also walked through the specific criteria that would be used to assess the proposal so reviewers could focus on the right areas from the start.

During this meeting, we:

• • Established a timeline for feedback submission.
  • Discussed the proposal’s objectives and key review criteria.
  • Explained the review process, emphasizing that feedback would be consolidated into one report rather than coming directly from individual reviewers.

This meeting was essential for ensuring everyone was on the same page and understanding their role in strengthening the proposal. Setting these expectations early not only reduced confusion but also made the feedback more targeted and relevant.

Step 2: Designing a Feedback Collection Template

One of the most important parts of this process was designing a feedback template to guide reviewers. Feedback often becomes vague or inconsistent without a structured approach, leaving the proposal team scrambling to interpret suggestions. Our template focused on the core review criteria and asked reviewers to rate sections of the proposal as Poor, Fair, Good, or Excellent in terms of completeness and alignment with the requirements.

The feedback template also included space for specific comments for each criteria category and questions for consideration when assessing the feedback for that section, which helped reviewers provide detailed, constructive input on each section. This structure made the feedback collection process much more efficient, and reviewers could stay focused on what mattered most: how the proposal could be improved to meet the funder’s expectations.

Step 3: Collecting Feedback by a Specified Date

Once the template was distributed, we set a clear deadline for submitting feedback. Timeliness is critical when you are on a tight deadline for submission, and collecting feedback on time allowed us to move smoothly into the consolidation phase.

Step 4: Consolidating Feedback into a Unified Report

The biggest challenge came in here: consolidating feedback from multiple reviewers. We opted to synthesize everything into one comprehensive report. This approach allowed us to:

• • Avoid conflicting feedback: We provided the proposal team with clear, actionable feedback by addressing differences in reviewer opinions and coming to a consensus.
  • Provide clarity: A unified report is easier for the proposal team to digest and act on than reconciling multiple sets of individual feedback.

Reviewers sometimes provided conflicting suggestions at the initial stages of the review. For For example, one reviewer rated a section as “Good” while another thought it was only “Fair” or even “Poor.” In these instances, I had to follow up with reviewers to determine the appropriate course of action. This part of the process required a balance between respecting each reviewer’s expertise and understanding that some feedback is, by nature, subjective. We had to get clarity from reviewers on the rationale behind their suggestions and, at times, reach a consensus on the final recommendation. It is a delicate but necessary step in ensuring the feedback is coherent and actionable.

The feedback was organized around the template, and we ensured each proposal section had qualitative comments and a rating on the Poor-to-Excellent scale. The structure made the feedback more digestible and helped the proposal team prioritize their revisions based on the areas that needed the most attention.

Step 5: Final Review and Submission

In this instance, after consolidating the feedback, the final report was submitted back to the review team for any final comments. Doing so ensured I had captured everyone’s feedback accurately and addressed any potential misinterpretations. With the consolidated report in hand, we held a final review meeting with the client. This allowed the team to ask questions and clarify any points of confusion before they began revising the proposal.

Because we had already resolved conflicting feedback and provided a clear, structured report, the final review went smoothly, and the team was able to focus on high-priority revisions. In the end, the proposal was significantly stronger and more competitive because of the red team review process. The feedback from multiple experts was invaluable, and our structured approach made sure that the feedback was coherent and actionable.

Key Takeaways for Effective Red Team Reviews

• Start with clear communication: A prep meeting ensures everyone knows the goals and timeline, and a structured feedback process avoids unnecessary confusion.
• Create a feedback template: Giving reviewers a clear structure to work with ensures focused, actionable feedback.
• Synthesize feedback into one report: Consolidating feedback avoids conflicting suggestions and makes it easier for the proposal team to prioritize revisions.
• Follow up with reviewers: Address conflicting opinions and seek clarity where necessary, balancing expertise with a unified vision for the proposal.

By following these steps, your red team review can transform a proposal from good to great and will ensure that every piece of feedback contributes to a stronger, more competitive submission.

Tammy Hayman Henry

UI Collab Consultant