When you’re a vendor, the fact that you have been shortlisted for a new project could be excellent news. However, even if the sales team respects the entire RFP process, participating in it can still prove difficult – unless you use an RFP automation platform, of course.
Within numerous teams we’ve talked to, responses are stored in random folders, on PCs belonging to various members of the team. This approach can be considerably improved.
We have encountered large teams which have put together a giant spreadsheet with all the questions that they have received in time, as well as all the provided answers. This is a better option than coming up with ad-hoc responses, but it still requires team members to spend hours reading documents and trying to come up with a proper response strategy, when there’s actually a better way of managing your RFP response process.
Implementing and using an RFP automation platform can help you avoid mishaps like losing emails, deliverability changes, not including the right people on an email or forgetting to include attachments.
There are numerous mistakes companies make when writing a request for proposal, but they can be avoided. Making everything about your company and not the customer, writing a boring executive summary, not meeting with Key Decision Makers, being slower than the customer expects or not keeping all the odds in your favour in the Excel matrix are just some of the errors that can cost your business. We have covered this topic in-depth recently, in an article about 5 common RFP mistakes to avoid when writing your request for proposal.
Using an RFP automation platform can help you avoid all these mistakes, but also take your entire RFP response process to a whole new level. Let’s see what the main reasons are why you should start using an RFP automation platform.
1. Submit improved responses, by easily getting in touch with SMEs
It’s crucial for an organization to identify the key stakeholders who able to offer relevant responses when it comes to different areas of the RFP, but also focus on the questions that they are prepared to answer.
Subject matter experts can offer very valuable input for RFP responses, but, unfortunately, their busy schedules doesn’t always allow them to help. By opting for an RFP management software, you can fully automate this process, by assigning questions, due dates and sending reminders, so they won’t forget that you need their help. In the end, it’s all about communication.
2. Consolidate knowledge and information
Using a centralized solution is a great way to ensure that everybody involved in the RFP response process can easily access all the data and documents they need.
An RFP automation platform means no more merging documents, but also the possibility to easily assign writers to their sections and questions, attaching additional files and embeding media in the responses.