Version control problems on RFP responses are pervasive, inexcusable, and entirely preventable. The best approach focuses both on simple but strict file-handling protocols, as well as proposal team management to avoid overload.
RFP responses are often due just after major holidays, stressing the proposal team and their families. Acknowledging the imposition directly is the best way of dealing with it.
Managing proposal teams requires understanding of what motivates people to work so hard on them: what the sources of satisfaction are, in this environment.
Many RFP responses are written by distributed teams, working alone. Finding ways to connect with others is essential to maintaining perspective; recognizing that need for connection is key to proposal team management.
Proposal teams need people with diverse skill sets. They also need people who will work their way through new challenges, and not quit.