You have probably heard the expression that you simply can’ t win if you don’ t play. The business equivalent of not playing is failing to respond to an RFP . You might ask what that has to do with you and your response administration team. After all, your team responds to every RFP that comes their way, right?
Playing to win needs more than filling in the blanks, however. It requires updated and defined RFP response procedures to maximize efficiency and precision while saving time and company resources – all of with the ultimate goal of winning the bid!
This article will discuss the revenue-driving and resource-saving Association for Proposal Management Expert (APMP) guidelines for updating and defining your organization’ s reaction management process.
End-to-end processes help future-proof your RFP response flow.
Organizations that will consistently follow a defined business development process win a lot more business and use fewer investment resources. ~ Organization of Proposal Management Experts
If your company is anything like ours, and I’ m sure it is, you have dozens, if not hundreds, associated with distinct personalities and work styles. You also have attrition, onboarding, PTO, etc . Yet amazingly, you rarely devolve into chaos.
Why is that? It’ s because you’ ve established defined processes. So if, for example , a client calls with questions for their customer service rep who’ s out of the office, your CRM will arm everybody else in the department with the information they need to answer the queries.
CRMs are great with helping define processes, and thus is RFPIO .
Do you have a defined response management process?
If you won the lottery today, would someone be able to pick up your job tomorrow? How quick will it take your replacement in order to ramp up?
According to the APMP, every organization should design its own end-to-end process suited to its organization and customers.
Sure, we’ d all like to feel essential, but if we are the unique key holders to crucial processes, we’ re carrying out a huge disservice to our companies. I would even argue that the very best employees, at least those in whose values align with their companies, are transparent about their particular work processes.
In turn, the best-run organizations have procedures to ensure that when an RFP supervisor takes a day or week off, or even leaves, it won’ t derail responses.
If you have a defined process, perhaps you have recently reevaluated your procedures?
If there’ s something you can count on, it’ ersus change. Just a little over two years ago, remote work has been relatively rare. Then, every thing suddenly turned upside down, and we all needed to adapt.
You know what? We did, at least for the most part, and the world didn’ big t implode . I don’ t believe it’ s a giant leap to say that defined processes kept the economy singing, despite unforeseen challenges. Defined procedures certainly helped keep RFPIO thriving, but only because we regularly reevaluate them.
In the software industry, specially in SaaS, things change quickly. At RFPIO, we have to end up being agile. As our customers’ needs change, so should we. When the market or even regulatory environment changes, we have to adapt. That’ s exactly why we have new releases nearly monthly.
**It just takes about 15 minutes every month to learn about the new functions. **
Of course , determining your processes requires a lot more than updating software. Do you regularly interact with your subject matter professionals? Do you ask them for suggestions on your Answer Library ? If you don’ t, your subject matter experts may be frustrated, but they may start to feel heard by opening the door to collaboration. Also, they’ re a potential wealth of ideas.
After speaking with the experts, bring your Customer Success Manager to the fold. Ask them about the difficulties they have run across. They might possess solutions that they’ ve previously been reluctant to mention.
How to identify a response administration black hole
In an perfect world, we’ d have months to respond to each RFP. But , unfortunately, that’ s rare. Often , we now have two weeks or less. I’ ve even seen 2 days! But , thankfully, that’ s also rare.
How often does this scenario happen: The particular RFP landed in your mailbox just days before it was due, but you saw it turned out issued weeks earlier!
Obviously, two days is an extreme instance. A more common scenario may look something like this: The RFP was issued 8 weeks ago. It sat somewhere, untouched, for weeks. After that, just as you were confident you had been on track for all your deadlines, the particular RFP lands on your lap, and it’ s due by the end of the week.
The truth is, you can’ t win them all. So when buried below an avalanche of response deadlines, many companies decide to triage, or employ the particular bid/no-bid strategy, where you bet the RFPs with the higher win rates and let the less viable opportunities go.
Yet what if the RFP that sat in the pipeline meant for weeks has a high earn rate? What happened to the RFP during those weeks? Exactly where is that black hole, and how can you plug it? Let’ s see if we can assist you to identify the problem(s) plus help you create a bid/no-bid technique with this attached downloadable worksheet .
Within the second of our two-part series, we’ ll explore the various tools RFPIO provides to help range your response management procedure and, of course , win those bids!
In the meantime, let us know when you’ d like to learn more about RFPIO and how we are able to help you scale your response management process .
The particular post Earn more bids by climbing your response management procedure – part 1 appeared first upon RFPIO .