What is a hot wash, and how do you run one after losing a bid without it turning into blame?

A hot wash is an internal meeting held to review a proposal submission or a project, especially after a loss, to identify lessons learned and improve future efforts. For your firm, with 15 people, a hot wash is a valuable tool to refine your processes.

The meeting should cover the entire bid process, from initial bid or no-bid decision to the debrief. You should discuss what went well, what did not, and specific areas for improvement. This includes reviewing the solicitation, your proposal strategy, the writing process, and pricing. The goal is to focus on process and execution, not on individuals.

Key people involved in the proposal effort should attend. This might include your proposal manager, key writers, subject matter experts, and the person responsible for pricing. You should hold the meeting shortly after receiving the debrief letter or award notice, while details are still fresh. Document the lessons learned and action items. This creates a record for continuous improvement and prevents the same issues from recurring on future bids. The focus is on objective analysis and developing actionable steps.