As a company that creates options for the world’s leading service providers, including some of the telecommunication industry’s largest groups, TOMIA defines its mission as enabling their customers to drive the continuing future of connectivity through new systems.
They’re also a company that takes conformity extremely seriously, which is why demands for bids are such an important part of their business model. Bids and tenders are usually their opportunity to demonstrate their expertise, professionalism, and commitment to security in the fullest detail—and clearly showcase precisely why they’d be the best fit.
John Marcow, the Bid Response Manager at TOMIA—and a veteran from the industry, who’s responded to 700+ bid requests in his lifetime—knows better than most how important offers are to the sales routine. “It doesn’t matter how good your relationship is. Sometimes you need to respond to an RFP if you want to win the deal. ”
Before RFPIO, the TOMIA bid response process was highly guide. After receiving a bid demand, John would paste the next table underneath each question:
He would then request subject matter experts (SMEs) to search for their name and react to all their assigned questions.
As one can imagine, this method not only left plenty of space for human error, additionally, it lacked visibility John required to keep RFPs on track. Considering that everything was answered in static documents on personal computers, John would constantly send emails to assignees, requesting status updates or reminding them of the deadline.
Once John received all answered questions (often in the eleventh hour), he would proofread and polish each of the answers, and compile the responses right into a single, cohesive document.
This process was tedious, time-consuming, and inefficient. The TOMIA bid response team knew there had to be a better way to respond to RFPs. So that they turned to RFPIO’s AI-enabled RFP response solution.
- Assigned questions to SMEs by adding a dining table to the Word or Excel document that includes assignee name, compliance status (y/n), and a place to write supporting information.
- After receiving completed questions from SMEs, the documents would need to be compiled into a single cohesive document.
- The bid manager constantly reminded SMEs to finish their assigned questions.
- The bid manager had no visibility into project status. He had to manually reach out to SMEs via email to ask whether they had started working on their questions.
- SMEs who wanted a question reassigned to someone else would ask thebid manager (John) to do so.
- Questions are assigned in just a few clicks.
- RFPIO automatically sends reminders.
- The bid manager has full visibility into question status from the project dashboard.
- Questions are reassigned by the SME in RFPIO.
- Completed, cohesive responses are exported into the source file in a few clicks.
Improving collaboration and increasing efficiency with RFPIO
If the TOMIA team responded to their first RFP using RFPIO, it was hard to believe how much of a difference it made.
With RFPIO, John uploads an RFP to the platform and assigns questions or sections to subject matter experts. After that, the process is relatively hands-off—RFPIO will automatically send reminders to everyone who hasn’t answered their questions.
John also has full visibility into project status from the project dashboard. That he uses that information to send out periodic project updates to keep everyone informed and keep projects on track.
“RFPIO gives me full visibility into the entire process. And I’m able to easily collaborate with team members across the organization, from product to finance to legal. ”
Getting stakeholders across the organization up and running in RFPIO
Since TOMIA implemented RFPIO in 2018, they’ve created user accounts for 25% of the organization, even though most of them only utilize it for a few questions. But since RFPIO has an unlimited user license, they’re able to maintain their accounts for those moments when they do need to support RFPs.
“One of the best reasons for having RFPIO is that it’s really intuitive. You don’t need much instruction to utilize it. Our SMEs can easily answer any questions they’ve been assigned with little to no training. ”
When an SME has been assigned a question, they’ll receive a notification in their inbox letting them know their expertise is needed. They can either respond directly from their email, or open up the platform to respond there.
If they log into the platform, the first thing they see is the list of questions they’ve been assigned. They can click into the question to respond. Or, when they don’t know the answer, they can assign the question to someone else—or simply @mention them for help.
Overall, RFPIO has significantly cut response time and improved the bid response process. With RFPIO, the TOMIA team—with regional headquarters in the US, Israel, Luxembourg, and India—is able to collaborate with team members all over the world to craft compelling bids that win more business.
“I would absolutely recommend RFPIO to anyone looking for a better way to manage proposals. With RFPIO, we’re able to collaborate in real-time with team members all over the world. It has made a huge huge difference. ”
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Observe how RFPIO can help your team uplevel your bid response process and make global collaboration a breeze. Schedule a demo to get started.
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