Responding to RFPs can be a painful process, but it doesn't have to be. Here are some quick tips on how to set your team up for success:

1. Review the proposal beforehand 

This may seem like a no brainer, but it's crucial to thoroughly review the proposal before launching into the project. Take the time to grasp what concerns the prospect most and what they aim to achieve. Pinpoint any potential dealbreakers related to product capabilities and understand why these aspects are critical to the prospect. We've personally witnessed scenarios where teams plunge into an RFP response, only to discover a disqualifying criteria halfway through the process.

2. Ongoing alignment from the outset is critical to success

It’s best to start off every RFP process by meeting with all necessary stakeholders to ensure everyone is on the same page.  Be clear about the scope, urgency, needs from each stakeholder, and desired outcomes of the RFP at hand. Create a dedicated Slack or Team channel to keep stakeholders  updated as the project progresses.

3. Provide clear communication of timelines

Establish clear timelines to keep everyone on the project on track. Be especially mindful of subdeadlines, such as the deadline to ask clarifying questions on the proposal and whether a physical hard copy of a proposal needs to be mailed in by a certain date.

4. Define project owners

Establish a single-threaded owner and a project manager to guide the process. Clarify who is responsible for what category of questions and assign the final review and approval authority for responses.

5. Set your team up for success after winning the RFP

Winning an RFP is just the first step to a long and fruitful customer relationship. Make sure it’s not grounded on shaky foundations.  Don’t overpromise in the RFP responses on product and support capabilities. While it’s  hard to say no, setting realistic expectations is vital. Doing so protects both your team and the client relationship in the long term.

6. Automate where possible

RFP processes can be laden with repetitive and tedious tasks. Leveraging tools like Intent enables your team to automate the straightforward questions around product capabilities, company summary, security requirements, and more, saving up to 70% of the time it takes to complete RFP responses.

7. Conduct post-mortem activities

Once an RFP response is sent off, take the time for a post-mortem evaluation. Assess how the team performed and identify areas of improvement. Update your question repositories to include any novel questions you encountered—making your next RFP response more efficient.

By aligning your team, communicating clearly, and leveraging technology, you set your organization up to not only respond to RFPs more effectively but also to win more business. It’s a strategic endeavor that pays dividends when executed thoughtfully.