Balancing Government Contracting Paperwork and Self-Performance

Balancing the extensive paperwork and requirements of government contracting with the operational demands of self-performing work can be a significant challenge for women-owned small businesses (WOSBs). Here are some strategies to help you manage these competing demands effectively.

One of the first steps to balancing your workload is to streamline your documentation process. Use cloud-based storage solutions to keep all necessary documents accessible and well-organized. This approach not only saves time but also ensures that you can quickly retrieve documents when needed. For me, cloud-based collaboration was a game changer, especially when my team was dispersed, and I spent a lot of time on the road going from project to project. I could access project documents from anywhere. Also, by using the cloud, you reduce the risk of losing documents if someone’s PC crashes. Bear in mind that with the new Department of Defense (DoD) Cybersecurity Maturity Model Certification (CMMC) requirements, all federal contractors who work with the DoD must adhere to specific standards, including the cloud system where you host files and Controlled Unclassified Information (CUI).

Developing templates for commonly required documents, such as capability statements, past performance references, and compliance reports, can also simplify your paperwork process. I save everything because there’s no need to reinvent the wheel every time you start a new project. Templates of plans, proposal parts, example reports, etc., are invaluable. Keeping everything organized in folders for easy access in your cloud environment is really helpful.

Effective time management is crucial when juggling multiple responsibilities. Set clear goals and define daily, weekly, and monthly tasks related to both contracting requirements and project execution. Utilize productivity tools like project management software, calendar apps, and task lists to stay on track. These tools can help you allocate your time efficiently and ensure that important tasks are not overlooked. There are an infinite number of programs you can use to stay organized. I use the Google Workspace environment to integrate cloud storage, email, calendar, chat, and video conferencing, all from the same place. It makes life easier when the system you use is uncomplicated, offers easy access from phone and email, and has a wide range of capabilities.

If possible, delegate administrative tasks to team members or consider hiring part-time support staff. You can also use consultants experienced in government contracting for proposal help, training support, and fractional COO/CFO services. This can provide temporary support as you grow, offer expert advice and training, and free up your time to focus on core business activities and strategic planning. As a COO, I also consult with other companies.

Additionally, leverage resources such as PTACs, SBA resources, and online tutorials to understand and manage contracting requirements efficiently. These organizations offer valuable support and guidance, making the process more manageable. Staying informed about changes in regulations and requirements is essential for maintaining compliance.

Subscribe to relevant newsletters, attend training sessions, and participate in industry forums to stay up-to-date with the latest developments. Most agencies hold industry days and have email newsletters to keep you informed about upcoming opportunities, seminars, and more.

Regular internal audits can also ensure that all paperwork and procedures are in compliance with federal standards, helping you avoid potential pitfalls. Remember that government contractors should follow Defense Contract Audit Agency (DCAA) accounting practices. This means you need to track costs by the project/contract you’re awarded. Make sure you work with an accountant familiar with these standards. Additionally, many contracts have requirements for the Service Contract Act (SCA) and Davis-Bacon Act (DBA), which specify the minimum wage rates you should pay your employees by labor type and the Health and Welfare fringe benefits you must provide. I promise to go over SCA and DBA in detail in another article, but if you have the chance to take one of the free classes the Department of Labor offers, definitely take it! Learn more about their seminars here.

By implementing these strategies, you can effectively balance the demands of government contracting paperwork with your day-to-day operations, ensuring that your business runs smoothly and efficiently.

Here are some U.S. government agency websites that offer newsletters or updates related to contracting, small businesses, and industry opportunities:

1. U.S. Small Business Administration (SBA)

 - Website: [https://www.sba.gov](https://www.sba.gov)

 - The SBA offers a variety of newsletters and updates focused on small businesses, including government contracting opportunities and resources.

2. U.S. General Services Administration (GSA)

 - Website: [https://www.gsa.gov](https://www.gsa.gov)

 - GSA provides newsletters and updates on contracting opportunities, industry events, and changes to federal acquisition regulations.

3. U.S. Department of Defense (DoD)

 - Website: [https://www.defense.gov](https://www.defense.gov)

 - The DoD offers newsletters, especially through specific departments like the Defense Contract Management Agency (DCMA) and Defense Logistics Agency (DLA), focused on contracting opportunities, CMMC updates, and more.

4. Federal Business Opportunities (SAM.gov)

 - Website: [https://sam.gov](https://sam.gov)

 - While SAM.gov is primarily a portal for government contracting opportunities, they offer email alerts and updates on new solicitations and changes in the contracting environment.

5. U.S. Department of Labor (DoL)

 - Website: [https://www.dol.gov](https://www.dol.gov)

 - The DoL provides newsletters and updates, especially relevant for those dealing with SCA and DBA requirements, including information on wage determinations and compliance assistance.

6. National Institutes of Health (NIH)

 - Website: [https://www.nih.gov](https://www.nih.gov)

 - NIH offers newsletters and updates on funding opportunities, grants, and contracts, particularly for businesses involved in research and development.

7. U.S. Department of Energy (DOE)

 - Website: [https://www.energy.gov](https://www.energy.gov)

 - The DOE provides newsletters and updates related to energy contracts, research opportunities, and industry events.

8. U.S. Environmental Protection Agency (EPA)

 - Website: [https://www.epa.gov](https://www.epa.gov)

 - The EPA offers newsletters and updates on contracting opportunities, grants, and regulatory changes that impact environmental services.

These resources should help keep you informed on the latest developments in government contracting and industry-specific opportunities.