Part 1: Winning Is Just the Start: Setting Up Your Phase I for Success

You’ve just won a Phase I award. Congratulations — but the truth is, the real work is only beginning. Phase I is not just a small project; it’s your chance to position for a Phase II win. Every step you take from the award notification through your kickoff meeting will shape your ability to secure follow-on funding. 

This is the first post of two that will tell you how to set up your Phase I for success.

1. Nail the Contract Setup Early

After your selection notice, the contracting process begins. This is a key step to getting the project setup to execute properly. 

You’ll need to promptly respond to contracting officer requests, provide any required documentation, and resolve compliance issues before the contract is signed. For many first-time awardees, this is their first real exposure to the government contracting process. Mistakes or misunderstandings here can cost weeks, potentially giving competing Phase I awardees a headstart.

Make sure you understand your contract type, payment structure, cost-accounting requirements, deliverables and reporting requirements. Don’t assume you can “figure it out later,” as those details determine how you manage cash flow, track costs, and what you are obligated to deliver.

2. Hold the Project Kickoff

The kickoff meeting is your first real opportunity to connect with your sponsor agency. Use it to:

  • Meet the technical point of contact (TPOC)
  • If pursuing sales to the government sponsor, you may be able to meet customers and end users to better understand their needs and the shortcomings of the existing solutions.
  • Clarify and refine the problem statement and solution timeline (i.e., what is needed and by when).
  • Establish expectations for Phase I success including technical performance,  deliverables, communications, and review points. 

And remember: your TPOC is not your customer.  We cover this critical distinction in this separate post: [link other post]

3. Internal Team Kickoff to Refine the Work Plan

Take what you learned from the customer kickoff and bring it back to your internal team. Update your Phase I plan with more detail than the original proposal. Break down milestones into tasks, identify dependencies, and confirm responsibilities. This is your roadmap for execution.

Don’t just think about the technical work. Consider what data, demonstrations, or early results will be most persuasive in a Phase II proposal. The best Phase I performers are already thinking about the follow-on before they start the first experiment.

4. Execute the Project

Once the plan is in place, focus on disciplined execution. Keep progress visible, track milestones, and document results as you go. Staying on schedule here is what keeps the door open for Phase II. 

If the results disprove your approach early, consider a pivot. Proving that your proposed approach was really, really wrong for a given application offers less value to everyone than adapting the approach to create a solution that is technically feasible. Discuss this openly with the TPOC.

5. Bonus Tip – Use the Resources You’re Given

Many agencies offer built-in resources to help you succeed in Phase I, so why not tap into them:

  • TABA (Technical and Business Assistance) funds can cover market research, commercialization planning, or technical advising. 
  • I-Corps training builds customer discovery skills. 
  • SBIR/STTR conferences connect you with program managers, partners, and future customers.

These will improve your capabilities through education, immersion, and expanding your network.

Bottom line: Winning a Phase I is exciting, but the way you start the project often determines whether you’ll have a strong Phase II proposal at the end.

If you’re a new Phase I awardee and want to get your project pointed toward a Phase II win from day one, Transition to Scale can help you navigate the contract, the stakeholders, and the execution plan so you can focus on delivering results.