Creative Proposal Writing: Tackling That Rigid Request For Proposal (RFP)

by Justin Smith on September 10, 2012 in Sales Tips with No comments

So your team just received the most constrained, rigid, and dry request for proposal (RFP).  This RFP dictates the structure, look and feel, and even response type for your sales proposal.  Before you roll out that next boring proposal that will join the top of the stack of dry proposals think about how your team can get creative and set yourself apart from the rest.

Even the most rigid and structured RFPs still leave room to tell a creative story in RFP response sections.  Look for sections that allow for some outside the box responses such as product & solution overviews, architectural fundamentals or customer references.  In these sections try to tell a story.  The storyline sets up the prospect’s situation, the impact it’s having on their organization, and how you propose to provide a solution.”

A confident story shows you’ve done your homework – not only have you read and understood their RFP but that you have also given extra time and thought to a game plan in bridging the gap between the prospect’s desired outcome and your capabilities.  Make sure to not only acknowledge the prospect’s pain point but also show you can and will help turn a challenging situation around.

Do not just respond with product functionality, methodologies or other specific capabilities.  Create responses that relate specific features and functionality directly to the prospect’s desired business outcomes.  Do not just tell me how your widget works; tell me how it is going to help me achieve my goals.

Win That Request For Proposal (RFP) – Five Tips For Writing Proposals: Part 2

by Justin Smith on July 31, 2012 in Sales Tips with No comments

Welcome to part two of our series on WIN THAT REQUEST FOR PROPOSAL (RFP).  Through assisting customers in our sales proposal software, as well as our experience in the industry, we have collected some of the best tips in proposal writing to pass on to you.  You can read our first article and get five additional tips located here.  Many companies utilizing proposal automation software and following these tips are already increasing their win rates.

Include a section in your proposal that discusses your client’s ability for on-going evaluation or review process.  Detailing to the reader that you expect your work to be monitored – demonstrates confidence and will make them feel more comfortable with your proposal.

Without over doing it, find and use keywords that may link your proposal and company to the mission statement or goals of the RFP in the RFP reader’s mind.  Think outside of the RFP.  Go to the company’s website and look through their marketing literature that may lend some insight into what types of words and phrases resonant with the company as a whole.

Minimize unnecessary documentation and marketing material.  Too much marketing speak is harmful, and also pretty apparent to the reader.  Areas to highlight achievement should be reserved for the appropriate places – like previous work specific to the RFP reader’s goals.  With other sections especially direct questions, provide only what is needed with reasonable supporting information.

Read the entire RFP cover to cover.  Some RFPs can be hundreds of pages!  The RFP may have many sections that look similar but don’t pass over them.  Remember many corporate and government RFPs are put together by groups of people – many of whom may never have even met.  So don’t be surprised to see repetition in the sections.

Make sure to deal with questions and unclear items up front.  Many RFP processes will allow a period of time for questions.  Questions are a great way to begin a relationship with the RFP reader.  Remember to ask questions that clarify points and can help strengthen your argument.

Closed BETA Update & New Features

by Justin Smith on July 18, 2012 in Product Updates with No comments

Hello all sales professionals, RFP haters, and proposal managers out there!  We are excited to announce that our new sales proposal software is actively in free closed beta.  Many companies that are participating in beta are providing fantastic feedback and really helping shape the future of the product.  We have been very lucky to have minimal bugs or issues so far and look forward to continuing our beta.  If you are interested in getting in on the free BETA we do have a few more slots open.  If you are interested make sure to sign up on our homepage with your email address.  Our team will reach out to you shortly.  We will continue to update you guys on our progress as we move through BETA.

Below are a few great features recently implemented as a result of some brilliant companies!

We have implemented a macro system into the proposal content editor.  Our macro system allows you to customize your library content with dynamic macros that will allow you to customize your library for each proposal.  For example, you may put {company} into your content and we will automatically replace this macro with the company name you are currently working on.  This is an absolute must for companies who want to make sure each proposal is completely personalized for each prospect.

We have also implemented “custom library sections”.  This allows team members to create custom libraries of content that may be slight variations of shared content or completely new content for their specific needs.  For example, you might have a “Government Content” section and a “Private Sector Content” section with similar content but varied tones.

We added the ability to manage charts, graphs, and graphical content right in the library.  You can now keep a repository of all of your charts, graphs, and graphics right in Procurely.  Then when you need them simply add them into your content.

These are just a few of the great things we have been working on.  Get in on our free closed BETA now to join in on the action!

- Procurely Team

Stop Procrastinating That Request For Proposal (RFP)

by Justin Smith on June 13, 2012 in Sales Tips with No comments

So you have just received a brand new request for proposal and it is time for you to develop your proposal.  What is the first thing you should do?  No, the answer is not to procrastinate – even though that is what most people do.  All too often the story becomes: receive proposal, procrastinate, get some free time, answer the questions and requirements, pull together some marketing content, and finally slap a cover sheet on.  If this sounds like your process – do not worry we are here to help.

Before you even get to the dreadful state of “oh man not another RFP I have no time” and begin the long procrastinating process first take 30 minutes and work through these steps.

Always read through the entire RFP – don’t skim through it.  The RFP may have many sections that look similar but don’t pass over them.  Remember many corporate RFPs are put together by groups of people – many of whom may never have even met.  So don’t be surprised to see repetition in the sections.

Go through the document and highlight / note the following key areas:   inconsistencies and unclear items, project timeline, project deliverables list, and finally project goals.  Compiling your notes into software like Procurely or making them available to your team; allows yours team to stay on track throughout the response process.

Now that you have built out a high level profile on what the customer is trying to achieve with this project you will be able to build out a quick assignment list.  What you are doing is constructing a high level list of everything you will need to complete your proposal (and who will help you complete them).  Again this doesn’t need to be too detailed; an item on your list could be as simple as: “Answer technical questions and do an implementation plan – assigned to technical team.”

Make sure to assign these assignment areas to specific members of your team.  Provide these team members with your notes profiling the request for proposal and what content you will need from their team.  Even if you or your team are not starting immediately on the proposal this allows you and your team members to be involved, prepared, and aware of the proposal so you are not bringing them up to speed at the last minute – as you would if you had procrastinated.

If you take these quick steps to get started when you first get an RFP and avoid procrastinating it to the last minute you and your team will be much more prepared, able to respond more clearly, which will ultimately lead to less proposal writing headaches and last minute stress.

Win That Request For Proposal (RFP) – Five Tips For Writing Proposals

by Justin Smith on June 13, 2012 in Sales Tips with No comments

It is the ultimate bitter sweet moment for companies.  You arrive at work and open your inbox to find a shiny new request for proposal (RFP).  Most of the time this means a large-deal opportunity and something you cannot ignore.  At the same time you get that sinking feeling in your stomach because RFP responses are usually an expensive and time-consuming process.  The typical RFP is a significantly complex document that looks more like a legal document than a project overview.  However, RFPs should not be something that makes you afraid.  We are putting together a new series of posts that will provide you tips to help you write better proposals. Utilizing RFP response technology and following these tips will help you win more RFPs.

Read between the lines of the RFP question or requirements – The way in which the questions and requirements are worded provide a lot of insight into how you should respond to them.  If the question is really detailed about specific technologies or services, there is a good change they’re invested, or at least prefer it.  They will be looking for a partner who is also committed to that technology or service.  Your response should show your expertise in these areas.  This is not the time to suggest alternative solutions.  If your dead set on providing alternatives it is important to phrase it like this, “Yes, we can provide you with X — and we can advise on alternative solutions if you are interested.”

Do not try to conform to their expectations – RFPs sometimes include general budget parameters and project requirements. If the budget is too small, say so – if there is a better way to address their requirement let them know.  Trying to conform yourself to their expectations never works out.  Unrealistic project expectations and low budgets almost never end well.  Even if you succeed in winning the business you will be fighting an uphill battle.  The benefit of their defined expectations though is it usually provides a good indication of how they see the complexity of the project.  You may want to match response complexity based on these assumptions.

Think outside of your company – Just because your company does not have the competencies or ability to handle specific requirements does not mean you do not already have a partner or could not find a partner who could support you in these efforts.  Some of the most successful RFP responses are the ones that are open about their partnerships and position partners as the ability to bring on another best of breed solution or service.  After all would you want to buy one solution that does everything mediocre – or a joint solution that does everything well.

Do not be afraid of any questions – Questions about company size, resources, and clients typically scare most small to medium sized companies.  Many times companies respond to these questions defensively or try to appear bigger than they actually are.  Do not do this!  First examine why the RFP is asking these types of questions.  They are trying to evaluate your resources and ability to get the job done.  Remember being small also means you are more agile and can get things done faster and better than the bigger competitors.  Do not try to hide who you are – just focus on past successes, your ability to handle the project, and the advantages you provide as a smaller company.

Do not forget the strongest advantage you have in an RFP response – Addressing their project goals.  So many times I see companies include large sections about their company overview, company bios, past successes, case studies.  They even respond directly to their RFP requirements but they forget the one big thing; to include a section or statement directly addressing how your company will achieve their project’s goals.  For example, if the RFP is looking for your software to increase conversions on their website – let them know what features you will implement to show them an improvement of 3% over 6 months.  No one is saying go crazy in doing work ahead of getting the deal but make sure you directly address at a high level what your business and technology plans are in directly making their project successful.

Remember it is a numbers game.  Every sales call does not result in a sale.  Combining these strategies along with a project management tool for managing your RFP responses should significantly increase your proposal conversions.