A Simple Process to Win RFP Sales

Having a clear and organized process is key to making great RFP responses. It makes sure the sales team works together effectively to create proposals that are not only convincing but also submitted on time. Adding in technology like RFP management tools takes this to the next level, making the whole process smoother and more likely to result in winning contracts. 

Putting together a structured process for responding to RFPs means everything is more organized and efficient. It reduces the chances of missing something important or not finishing on time. Plus, it's a good way to keep getting better, as the team can learn from each RFP they work on. 

RFP processes can get complicated.  If you are in the early stages of formalizing your processes, we recommend starting out with a simple, yet powerful, process.  You can add more steps as your team gains more experience. 

• Review the RFP  

Starting off, the first thing to do is review the RFP carefully. This is where the team needs to fully understand what the client wants, including details about the project, deadlines, and any specific needs they have.  Additionally, this is also a good time to determine if you should invest the time to participate in this opportunity.  While every opportunity can seem enticing, your team's time is valuable.  If an RFP is too out of reach based on the requirements, this would be a good time to decide to pass on the deal. 

The review step can get overlooked since it may seem obvious or trivial.  However, formalizing this step is important. This step decides the direction the proposal will take to make sure it meets what the client is looking for. The RFP Manager leads this part, pinpointing the important details and figuring out if there's anything they need to ask the client to clarify.

• Determine the Team

Next, determine the team that will help respond to the RFP.  Even in small sales teams, this is an important step since responding to the RFP often requires Subject Matter Experts (SMEs) such as project manager, IT teams, knowledge experts to help craft responses to specialized questions. 

Take care when Involving SMEs.  Responding to RFPs is usually not their primary job responsibility.  Participating in too many sales proposals can prevent them from focusing on their own priorities.  This can lead to poorer performance both in their primarily roles and limited attention to the needs of the RFP.   Tools like RFP Ninja can help reduce the load on SMEs by learning from and reusing their prior submissions to speed up future responses.

• Assigning Tasks

Once the review is done and the team is determined, it's time to divide up the work. The RFP Manager gives different parts of the RFP to team members who have the right expertise for each section. It's important that everyone knows exactly what they're supposed to do and when they need to have it done by. Tools like RFP Ninja are really helpful here. They make it clear who's doing what and help keep everyone on track.

• Set a Timeline

Having a timeline is essential. It's like a roadmap that shows what needs to happen and when, all the way up to submitting the proposal. This timeline includes important steps like when to review the proposal internally, when to get any clarifications from the client, and when the final proposal needs to be sent. RFP Ninja can be a big help in managing this timeline, showing when deadlines are coming up and keeping everyone informed.

In conclusion, effective RFP response management hinges on a structured, efficient process complemented by the right tools. Starting with a thorough review of the RFP, selecting a capable team, assigning tasks clearly, and adhering to a well-defined timeline are fundamental steps. Tools like RFP Ninja streamline this process, ensuring tasks are completed accurately and on time. This approach not only increases the likelihood of winning contracts but also enhances the team's overall performance and ability to learn from each experience. By continuously refining the RFP response process, companies can maintain a competitive edge and achieve long-term success in their sales endeavors.