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Get instant access to your company knowledge base with RFPIO® LookUp

Get instant access to your company knowledge base with RFPIO® LookUp

Blast! Just as I’m about to write this article about RFPIO® LookUp—a search portal that transforms your RFPIO Answer Library […]


Get instant access to your company knowledge base with RFPIO® LookUp

Get instant access to your company knowledge base with RFPIO® LookUp

Blast! Just as I’m about to write this article about RFPIO® LookUp—a search portal that transforms your RFPIO Answer Library into an instantly accessible company knowledge base—the discovery of a new portal to a 5th dimension tries to steal my thunder. Lucky for me, I can confirm that the RFPIO® LookUp portal is real. No need to fire up the Large Hadron Collider.

RFPIO® LookUp is a game-changer for organizational knowledge base integration. The subscription unlocks subject matter expertise from your RFPIO Answer Library and makes it available to everyone in your organization, from almost anywhere they work. This knowledge base solution includes compatibility with all of the following:

  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Chromium Edge
  • Google Chrome
  • Microsoft Teams
  • Slack
  • Google Hangouts

With all of these applications, as soon as your RFPIO® LookUp subscription is live you’ll see a search bar and results pane where you can immediately access content without having to switch between applications. There are no limits on user licenses—the LookUp subscription can be added to your RFPIO package without worrying about a per-user cost.

Until now, RFPIO® LookUp has only been available as a Chrome extension. Now that it’s available to use almost anywhere, your entire organization can take advantage of the curated, brand-approved expertise that you’ve amassed for use on requests for proposal (RFPs), security questionnaires, due diligence questionnaires (DDQs), requests for information (RFIs), and requests for quote (RFQs).

Spread the content wealth across teams

For proposal managers and teams, RFPIO® LookUp eliminates you being the bottleneck between proposal-ready content and the sales, support, and marketing teams that rely on you to provide it. It also enables you to:

  • Consolidate, organize, and moderate company knowledge, and make it easily accessible for teams across your organization
  • Complete online questionnaires faster
  • Quickly respond to short questionnaires (e.g. RFIs, requirements questionnaires) in Microsoft Word or Excel
  • Leverage knowledge stored in the RFPIO Answer Library to create sales proposals, SOWs, and presentations in Microsoft Office

We found that 81% of proposal managers with RFP software agree that dynamic content libraries save time, and RFPIO® LookUp definitely makes any Answer Library dynamic.

For sales, RFPIO® LookUp acts as an on-demand, real-time SME that lifts the burden of chasing down answers to prospect and customer inquiries. It enables all sales team members to:

  • Quickly access the most up-to-date and accurate company information from where you’re already working, including Salesforce, SalesLoft, Google Docs, and any web-based software.
  • Respond to prospect and customer questions directly from Outlook, Gmail, or any web-based email platform
  • Streamline sales proposal and slide deck creation in Microsoft Word, Excel, and PowerPoint

Sales representatives can improve response time, which will lead to faster conversions and more revenue. They can then also spend less time wandering around the company wiki and more time nurturing relationships with prospects and clients.

For customer service and technical support teams, RFPIO® LookUp enables real-time access into corporate expertise so they can seamlessly respond to support requests.

For marketing and other content creators, RFPIO® LookUp provides access to the most up-to-date product, solution, pricing, and other company information that’s been curated by SMEs. This allows marketing teams to focus on efficiently creating content and running campaigns instead of conducting research and monopolizing time and resources of other teams.

Watch proposal quality rise

We’re still in the early days of this new RFPIO® LookUp portal, but we’re already hearing some positive feedback from organizations using it as a shortcut to their company knowledge base. Vicki Griesinger—Director of Business Strategy, Worldwide Public Sector at Microsoft—said, “We were able to retire a Business Applications chatbot we built for the field. RFPIO® LookUp is available right from Microsoft Teams and surfaces content from all of our content collections without the maintenance overhead.”

“We were able to retire a Business Applications chatbot we built for the field. RFPIO® LookUp is available right from Microsoft Teams and surfaces content from all of our content collections without the maintenance overhead.”

-Vicki Griesinger, Director of Business Strategy, Worldwide Public Sector at Microsoft

And Assistant VP of Content at Genpact, Shashi Kumar, said, “With RFPIO® LookUp, bid managers have immediate access to pre-approved content they can easily add to their proposals. As a result, proposal quality has increased dramatically.

If you already use RFPIO as your response management platform, then it’s extremely simple to add RFPIO® LookUp as a knowledge management solution. Simply reach out to Tina (tina@rfpio.com), and she’ll connect you with your account manager to get the ball rolling. If RFPIO® LookUp is the knowledge base integration portal you’ve been looking for to put you over the hump on your RFP software decision, then schedule a demo today.

If the portal to a 5th dimension is what you’ve been looking for, then maybe RFPIO® LookUp can help you manage your research on dark matter and gravitational waves. We’re always happy to help develop a deeper understanding of cosmological history!

Still need more information? Learn more about RFPIO® LookUp here.

How Microsoft saved an estimated $2.4 million with RFP software

How Microsoft saved an estimated $2.4 million with RFP software

Microsoft is a company dedicated to empowering every person and every organization on the planet to achieve more. True to its mission, Microsoft is committed to helping customers modernize processes and achieve digital transformations at scale. This commitment applies internally, as well: Microsoft encourages all employees to use a growth mindset across all efforts and requires everyone to ask questions and continually improve their processes, tools, and workflows.

In 2019, proposal professionals at Microsoft saw an opportunity to improve the efficiency of proposal response management with AI-based tools and enhanced collaboration across teams. By augmenting Microsoft’s proposal response process with the right solution, it was clear they could save their salesforce valuable time that could be otherwise spent with customers — and propel their proposals to a new level of excellence.

Microsoft needed a scalable and flexible response management platform that supported multiple teams, languages, and content types, while smoothly integrating into its tech stack. And it needed the right solution partner to help. With RFPIO’s partnership, Microsoft reimagined its proposal process — significantly improving efficiency and productivity with 5 key principles:

Unleash the power of knowledge

According to a McKinsey report, employees spend nearly 20% of their time looking for internal information or tracking down colleagues who can help with specific tasks.

RFPIO believes that democratizing knowledge is essential to working effectively. That’s why it offers an unlimited user licensing model, enabling customers to give everyone access to the answers they need. No hidden fees, and no strings attached.

Similarly, Microsoft believes in giving its teams the tools they need to thrive. For sales teams, that means spending less time searching for answers, and more time listening to customers, creating solutions, and managing pipelines.

RFPIO made giving access easy, thanks to its integration with Azure Active Directory (AAD). With a simple email, thousands of users across the company have securely activated their accounts using their existing Microsoft corporate credentials.

The response from the field has been overwhelmingly positive. Eric Fink, Dynamics & Business Applications Specialist, said, “The first time I logged into RFPIO, it took me about 10 minutes to get comfortable with the platform. After that, I quickly found responses to all of my open questions — seeing 100% value from the very beginning.”

Today, a year and a half after implementing RFPIO, over 7,000 Microsoft users already have access to the platform. In the 18 months since deployment, Microsoft users have pulled over 36,200 ready-to-go RFx responses from the managed RFPIO Answer Library. With a conservative estimate of 20 minutes saved per response, Microsoft estimates $2.4M in savings.

After implementing RFP software, Microsoft saved an estimated $2.4 million

Stay secure and connected

Strong privacy and security practices are critical to Microsoft’s mission and essential to customer trust. The standards captured in its Supplier Security and Privacy Assurance (SSPA) reflect company values and extend to suppliers who handle Microsoft data on their behalf.

RFPIO’s proposal automation solution meets the privacy and security policies and integrates nicely into Microsoft’s existing tech stack. Microsoft’s RFPIO platform is hosted securely on Azure with AAD authentication and integrates with Microsoft Translator to support its multi-lingual customer base. In addition to the standard browser experience, RFPIO® LookUp fosters adaptation by meeting employees right where they are, including:

  • Microsoft Teams,
  • Microsoft Office, and
  • Microsoft Outlook

By giving everyone access in familiar platforms, RFPIO has improved collaboration and enables proposal managers, contributors, and Field users to search faster — and find the information they need to work effectively.

“We were able to retire a Business Applications chatbot we built for the Field. RFPIO® LookUp is available right from Microsoft Teams and surfaces content from all of our content collections without the maintenance overhead.”
~Vicki Griesinger, Director of Business Strategy, Worldwide Public Sector

Simplify content curation

According to 2019 research from Richardson Sales Performance, the top two biggest challenges when pursuing new opportunities are demonstrating competitive differentiation and creating a case for change.

When sales and proposal teams have ready access to pre-approved content, they’re able to spend more time showing how their solution addresses their customers’ specific problems.

That’s where content curation steps in. At Microsoft, content curation goes beyond organizing and presenting online content. It’s a craft. Content managers shape compliant, compelling, and customer-focused information by proactively seeking out information from subject matter experts, harvesting answers from proposals, and storing content in a shared database for future users.

RFPIO simplifies this process. Advanced content organization, moderation, and review features mean content managers are able to keep content relevant, fresh, and working in harmony with RFPIO’s AI engine.

As a result, proposal professionals can use the AI engine to automatically respond to commonly-seen questions — SIG questionnaires (documents many corporations use to understand risk from potential bidders) that used to take several days to complete, now take just a few hours.

With trusted content at their fingertips, Microsoft’s proposal professionals have time to focus on crafting compelling win messaging tailored to each customer’s needs. With more time to spend polishing each proposal, the stronger their proposals are — and the more likely they are to win.

“At a fast-paced company that is agile at anticipating and responding to the ongoing evolution of technology, Microsoft’s Content Managers have relied on RFPIO to efficiently deploy the best competitive positioning to win business”
-Lisa Duplessie, Business Program Manager at Microsoft

Enhance communication and collaboration

A 2019 study from Forrester found that teams save an average of 4 hours per week from improved collaboration and information sharing. Teams stay collaborative and aligned when all members are working in sync and communicating constantly to accomplish a common goal.

When communication is dispersed across email, chat, and in-person meetings, keeping track of moving parts is complicated and time-consuming, and it’s easy for teams to fall out of alignment.

Microsoft focused its attention on keeping everyone connected and communicating by rethinking their proposal processes. With RFPIO, all communication happens within the application in a single place, using in-app commenting and @-mentioning. Proposal contributors and proposal managers use in-app collaboration features for their projects. SMEs, proposal managers and content owners all communicate within each question-answer pairing, which helps keep content fresh and improves deadline commitments.

Communication around project status has also been simplified to a few clicks. Rather than reaching out to proposal managers for a status update, anyone can check RFPIO project status right from the dashboard in Microsoft Teams. By tracking status in real time, project teams are able to prevent roadblocks before they happen.

“RFPIO’s enterprise-level capabilities enable multiple business units, including partners, to collaborate on a single platform. It also reduces communication channels during the proposal development process.”
-Page Snider, Director of Business Program Management, Microsoft Consulting Services

Stay flexible and keep evolving

According to the Adobe State of Create Report, 78% of respondents agreed organizations that invest in creativity increase employee productivity. When each problem or inefficiency becomes an opportunity to think creatively about finding a solution, the lines defining limitations become blurred.

When the team at Microsoft set off to reimagine the proposal process, they knew it would be a continual journey, a persistent state of questioning the status quo — constantly making tweaks, adjustments, and changes as they go along.
That’s why a solution that was flexible enough to grow alongside their process was a necessity.

“RFPIO has unmatched flexibility in completing a wide variety of Excel templates, making my job easier and faster. Not only that, I appreciate that RFPIO approaches our relationship as a partnership, listening to and implementing our suggestions.”
-Lisa Puckrin, Shipley Certified Proposal Manager at Microsoft

The customer success team at RFPIO has worked closely with Microsoft to continuously evolve to meet its changing needs. Diane Holt, business program manager at Microsoft, added, “RFPIO is a rare gem in that the company delivers a mature product with the agility of a startup. This tool continually improves with capability and usability.”

RFPIO and Microsoft are working together to find new ways to improve efficiency and advance productivity. Rather than staying ensconced in familiar workflows, Microsoft is a company that welcomes the hard work and creative thinking required to push the status quo.

In the end, both Microsoft and RFPIO believe that when teams are willing and encouraged to think outside the box, processes become more efficient, nimble, and agile… and that’s when results start snowballing.


Ready to achieve your own cost savings with the leading AI-enabled RFP response management solution? Schedule a demo to get started.

How Genpact transformed proposal quality with an access-anywhere knowledge base

How Genpact transformed proposal quality with an access-anywhere knowledge base

Genpact (NYSE: G) is a global professional services firm that makes business transformation real. The company drives digital-led innovation and digitally-enabled intelligent operations for its clients, guided by its experience of running thousands of processes primarily for Global Fortune 500 companies across more than 30 countries.

One of the recent examples is the transformation of the BidPro (the bid and proposal team) team. The team was spending 80% of time on deals that represented just 20% of revenue. As is common across the industry, bids turned into fire drills and deal managers provided stock-standard responses rather than focusing on winning messaging.

The result? Poorly articulated value propositions. Inconsistent messaging. Low team morale. And disappointing conversion rates on deals they knew they should be winning.

There was no doubt that the bid-pro team was ready for a transformation. And one of the key catalysts of this transformation was content.

Here’s the story of how they did it.

Chapter 1: Building a strong content backbone

Content is at the heart of any strong proposal. While there were already different types of collateral available, proposal-specific content is a different ball game. It needs a differentiated approach. In addition to content “breadth and depth”, content also needs to be of the right quality.

By simultaneously broadening and deepening leadership-approved content, they were able to give bid managers the valuable content they needed to build out a standard proposal and could customize from there — improving the quality of the final submission, the way they always hoped to do.

The next big thing was ensuring content was available in multiple formats. 80% of their submissions were made in Microsoft PowerPoint, which meant the RFPIO library needed to be compatible with PowerPoint.

The Genpact team partnered with the RFPIO team to find a solution that could serve their unique needs. After multiple discussions and iterations, an optimum solution was agreed upon and the new capability was launched. With this, the proposal library became comprehensive, full of Q&A pairs, templates, boilerplates, infographics, and images.

Chapter 2: Making content easily accessible

Before RFPIO, the Genpact team was managing content on a different cloud-based system. Since this content catered to different use cases, finding the right content was not easy. They kept hearing the same feedback over and over again — nobody could find relevant content, content was dated, and searching for content was a pain.

RFPIO met their needs on both content management and search.

However, change is never easy. To simplify the process and provide a seamless user experience, the Genpact team implemented the RFPIO® LookUp subscription, giving the BidPro team direct access to the RFPIO Answer Library via Microsoft 365 programs like Word and PowerPoint.

In addition, people outside the BidPro team can download template slide decks directly from the library. Then, they can create the storyline using boilerplate content (also stored in the Document Library) and customize it to the client’s specific use case.

Using RFPIO® LookUp, the Genpact bid-pro team can now download template slide decks directly from the Answer Library. Then, they can create the storyline using boilerplate content (also stored in the Answer Library) and customize it to the client’s specific use case.

By strengthening content quality and creating easy access to the Answer Library via RFPIO® LookUp, bid managers now have immediate access to pre-approved content they can easily add to their proposals. As a result, proposal quality has improved dramatically.

Chapter 3: Increasing efficiency by 30% by empowering a team of high-achievers

Before RFPIO, the bid-pro team would repeatedly answer factual questions such as “What’s your address” and “What’s your D&B number”. As such, talented proposal professionals weren’t able to seize opportunities to advance their career.

“Since implementing RFPIO, we’ve been able to do so much more with the same headcount. We’ve increased efficiency by at least 30-35%. We’ve diverted the effort and time to more value-added activities, creating a win-win both for the organization and the team members”.
-Shashi Kumar, Assistant VP of Content at Genpact

Bid-pro team members are no longer grinding to complete repetitive tasks. Instead, they’ve been able to grow into content professionals who are experts in the subject areas they’ve helped build-out. “Not only are they creating real value for deal managers, but they’re developing important skills to advance their careers,” Shashi said.

Another key benefit of RFPIO for a fast-paced organization such as Genpact is accelerating onboarding. With a rich repository of high-quality, pre-vetted content, new team members across the organization are able to create strong proposals without relying on their more-senior counterparts.

And like they say, the proof of the pudding lies in eating. The team is witnessing early success —over 90% of the content they’ve created is being used. Their content strategy is working. Going forward, they’re going to continue to use RFPIO’s built-in analytics to track how their team is using RFPIO® LookUp for Microsoft Office to gain more insight into how their content is being leveraged.

Epilogue: And the journey of excellence continues

In addition to the outcomes envisaged, this transformation has also been recognized by the industry. In 2020, they were recognized by the Association for Proposal Management Professionals (APMP) as “Best Team of the Year.”

And they’re not finished yet. As Sanjay Singh, Vice President, BidPro says, “And the journey has just about begun. The BidPro team is now planning to empower the entire sales team to create proactive proposals using standard content from the RFPIO Answer Library. A new phase begins.”

And they’re not alone. According to the 2021 Benchmark Report on Proposal Management, of organizations planning to respond to more RFPs in 2021, 82% will also complete more proactive proposals.

Powered with strong content and a drive to succeed, the Genpact BidPro team is perfectly poised for the next phase of its transformation. At Genpact, the future is bright.

RFP vs RFQ vs RFI: How response management reflects sales success

RFP vs RFQ vs RFI: How response management reflects sales success

There are more responses in heaven and earth than are dreamt of in your RFx, to badly paraphrase Hamlet. In an enterprise sale or government bid, you’re likely to run into one or more of the following: request for proposal (RFP), request for quote (RFQ), and request for information (RFI). How your organization responds to these requests has direct implications on your sales process: Improve how you respond, improve how you sell.

What is an RFP?

RFP stands for Request for Proposal.

For the proposal team, this is the be-all, end-all of responses that stirs up everything you can possibly imagine about your organization. Pricing, functionality, technology, security, company basics, competitive differentiators, case studies, references, implementation, SLAs…phew! As the owner of the RFP response process, the proposal manager must ensure that ALL of these questions are tackled.

For the deal that’s already several touchpoints in the making, this response can either help seal it or kill it for the sales team. The importance of the RFP in the overall sales process varies according to industry. But across the board, it’s one of the touchpoints—along with product demo, pricing, and references—that every stakeholder will take into consideration when deciding on vendor selection.

Bottom line? No matter how awesome a response turns out, it alone cannot win the deal. Alas, a subpar response can indeed kill a deal all by itself.

What is an RFQ?

RFQ stands for Request for Quote.

If you receive an RFQ, then one of two things have likely happened. One, your RFP passed muster and you’re a finalist. Or two, there never was an RFP and you’re being approached because yours is a known solution for one reason or another. Either way, details are important in an RFQ. The issuer wants to know exactly what they’re getting at what price.

Lean heavily on subject matter experts (SMEs) to ensure accuracy. In some cases, you may need to complete a table of specific line items and include a cost for each. Your industry dictates your details. The point is that you need to be ready to deliver those details in an RFQ. There’s usually no room for creativity like you might have in an RFP. And remember, anything you commit to in the RFQ will have to be backed up down the line during implementation and support. You’re setting up expectations for the customer experience moving forward, after the hand-off from sales.

What is an RFI?

RFI stands for Request for Information.

There are two schools of thought regarding RFIs. The first school says an RFI is a fishing expedition for organizations who have questions but don’t know who to ask. In this case, RFI responses usually end up forming the basis of an RFP.

The second school says that RFIs are closer to RFQs and are used only with RFP finalists. In this case, the open-ended questions may try to clarify something in your RFP or may give you an opportunity to explain use-cases of how your solution solves specific challenges.

The RFI is usually more casual than the RFQ and will give you room to be creative. In some cases, it can even be your last opportunity to set yourself apart from the competition. End on a high note!

What is the difference between an RFP, RFI, and RFQ?

Obviously, there are many differences, based on the definitions above. But the biggest difference between these three requests is in the content of your response.

  • RFQs will be structured; content will likely be technical, financial, and legal.
  • RFIs are more casual; content will be more along the lines of solution briefs, case studies, and custom answers to open-ended questions.
  • RFPs will be structured and formal, but they’ll also provide opportunities to show off your creativity and competitive differentiation. Content will be in the form of answers to many, many questions. Hopefully you have a response management solution in place to automate and manage content. It makes your life much easier.

Ways RFPs, RFQs, and RFIs help your sales process

Back in the days of paper forms and manual processes, if an RFP was involved, then you could count on a long wait before knowing if you won the deal. That’s not necessarily the case anymore. Digital transformation has introduced three new trends with regards to the RFP as it relates directly to the sales process.

  1. Deadlines are sooner: Issuers expect vendors to have technology and expertise in place to turnaround RFPs faster than ever. Besides, in some instances, the ability to respond fast may be part of an issuer’s filtering process.
  2. RFPs are more complex: Lots of reasons for this. More complex problems, competitive industries that have more vendor options, and the ability for issuers to do a lot of research on solution providers prior to launching an RFP (thanks a lot, Internet) are the biggest, in my mind.
  3. Globally, more organizations and agencies are using them: Actually, there’s a flip side to that idea, too. More solution providers are able to respond to global RFPs. Few of us are limited by borders anymore when it comes to conducting business. If you offer a product or service that the world needs and you can deliver it, then go after the business!

Regardless of your RFP vs RFQ vs RFI predicament, if you work on the following two things, your sales process will be the better for it.

#1 Know your competitive differentiators

There’s a high probability that you will be asked to state your competitive differentiators when responding to an RFP. Here are some examples of how that might look:

  • What is the competitive advantage of your solution?
  • Describe your competitive position relative to your competitors.
  • When comparing yourself to the market, what are the unique selling points?
  • Briefly state how you are differentiated from any competitors.
  • Why should we work with you instead of one of your competitors?

A generic RFP response to any of these will only benefit your competitors who are able to dazzle the issuer with a great response. Instead of using jargon-y adjectives that everyone else uses, focus on demonstrating the value your solution provides.

Knowing company differentiators is half the battle for many organizations—take the time internally to explore what these are and how to communicate them. Once you have these locked down, make sure the best versions are readily available for your team to grab and tailor appropriately.

“A value proposition offers clients something they want and gives them a good reason to choose you over your competitors. In the executive summary and in your full proposal, communicate a strong value proposition that matches your client’s needs and demonstrates your unique offer.”

– APMP Body of Knowledge

#2 Build and use an answer library

How do you make sure the best versions of your competitive differentiators are easy for your team to grab and tailor? Make sure they’re in your answer library, of course. It won’t be long before response management software will no longer be a choice; it’ll be an imperative.

Most RFP-specific technologies include an answer library component. This is where all the content is stored and organized for use in RFPs or other responses, depending on the flexibility of the solution. Much of the content in these libraries exists as Q&A pairs. For the sales process, using AI functionality from an answer library improves:

  • Repeatability: Build your response process around the foundation of your response management software. It will help establish steps for how you develop a response, access content, and collaborate with writers, editors, and experts time and again.
  • Efficiency: Make everything easier and faster—from finding content and assembling documents, to working with collaborators. Teams that do so are often able to increase efficiency by 40%.
  • Quality: With much of the time-intensive activities of responding offloaded to AI-enabled software and rock-solid processes, you can spend more time on personalizing responses and generating revenue.

Improve how you respond, improve how you sell

We found that organizations using RFP response software submitted 43% more responses in 2020 than those without. We also found that organizations averaged a 45% win rate in 2020. From a sales perspective, that’s a huge opportunity for improvement: submit more responses, win more deals.

To learn more about how response management can benefit your sales processes, schedule a demo today!

How to build a business case for a full-time RFP content manager

How to build a business case for a full-time RFP content manager

Like trying to navigate the Suez Canal in high winds and poor visibility, you can manage a proposal program without an RFP content manager, but is it really worth the risk? Without one, eventually your response management process–and revenue stream–will get clogged by subpar content.

An RFP content manager owns the comprehensive content management strategy for your organization’s proposal development. The person in this role will interface with subject matter experts (SMEs) and other key response stakeholders (e.g., proposal managers, sales managers, support managers, etc.), remove redundancy in your Answer Library, ensure all content is clean and proposal-ready, and report monthly to the executive team to help demonstrate their value.

Even though it’s fairly obvious that there’s so much an RFP content manager can do for an organization, it can still be frustratingly difficult to justify the need for one with upper management. Hopefully, some of the information in this article will help you change mindsets from a “nice-to-have” approach to a “have-to-have” business imperative.

The Biggest Benefit

Your proposal team can stop splitting their time—already a scarce resource—between trying to respond to proposals AND managing content. When this shared-responsibility approach is attempted, everyone’s attention is fractured, and as soon a new proposal comes in the door, content management screeches to a halt. Proposal always takes precedence over content in a shared-responsibility scenario. Eventually, trust in content will be lost (as well as the bid), leading to resentment between teams. Imagine the finger-pointing if the Ever Given had two captains at the wheel when it went sideways.

Content is a pain point for everyone involved in a proposal. Managing the tag structure alone is a full-time job. With a full-time RFP content manager in place, you have a designated individual whose primary responsibility is to convert content from a pain point to a competitive differentiator. It also frees up the proposal team to respond to proposals as they come through the door. It will be the RFP content manager’s responsibility to interface with the proposal team in real-time to prioritize incoming Q&A pairs.

Business Case: The Numbers

The reason that RFP content managers are surrounded by a “nice-to-have” aura is because upper management doesn’t have a clear picture of the opportunity. There are many ways to surface the value that an RFP content manager will bring to your organization.

Numbers are hard to argue, even for the most budget-conscious CFO. A successful RFP content manager will enable all teams that develop client-facing proposals with “clean content,” which saved Microsoft an estimated $2.4 million. Then there’s the company that doubled its RFP win rate after hiring a full-time RFP content manager and discovered that, “When the entire team has access to the best content available, everyone is better off.”

Also, dig into your RFP win rate and percentage of revenue numbers to estimate how many more RFPs can be completed with an RFP content manager on board. Something to consider…we found that organizations with dedicated proposal professionals–which you’ll have when your new RFP content manager relieves the proposal manager of content management duties—submitted almost 3.5x more responses in 2020 than those without. Other numbers from our study that are relevant to your business case include:

  • Companies with a designated RFP solution are 32% more likely to have strong content moderation procedures in place (i.e., they have the tools and time for content management).
  • 90% of companies with designated RFP software prioritize content moderation to build trust among proposal stakeholders.
  • The average RFP win rate in 2020 was 45% at an average deal size between US $1-3M (i.e. increase how many RFPs you respond to, increase your revenue).

Another key number is that a dedicated RFP content manager can reduce Q&A pairs in your Answer Library by as much as 40-50% by removing duplicates and combining similar responses. I once had a Q&A pair with 43 versions of the answer. Each had its own flavor and no one could decide which was correct. Eventually, I trimmed it down to six. This was part of a 9-month undertaking to pare down the whole Answer Library from 5,600 to 2,200 Q&A pairs! No way that happens on a part-time basis.

Ensuring Answer Library purity will help your proposal team complete RFx’s more quickly and more accurately. I have a client who refers to this as “productivity density”, meaning you can complete more proposals, more accurately, in the same amount of time. It will provide the same benefits to those teams building proactive proposals, such as sales and customer support.

Business Case: Being Respectful of Time

An essential value offered by RFP content managers is their ability to protect SMEs’ time. Your content manager won’t just work with your SMEs, they’ll build relationships with them and truly partner with them. They’re invested in content just as much as the SME is, and they will want to work together to accomplish content updates and cyclical reviews.

Say an SME takes 10 minutes to review a Q&A pair. If you send them the same question in 14 ways, then you’re asking for 140 minutes of their time. Trim that down to 2 or 3, and you’ll develop trust with SMEs in the content and in the proposal process.

There’s a numbers play here, too. It starts with identifying how much your SME’s time is worth down to the minute.

For example, say the average annual salary for an SME is $100K. That breaks down to about $0.38 per minute, or $3.80 per review of a Q&A pair (assuming it takes them 10 minutes to review). By reducing their review from 14 pairs to 3 pairs, you’re saving $41.80.

Now let’s extrapolate that savings out to annual production. After a content manager has trimmed redundant, outdated, and trivial content, you may well be left with 3,500 Q&A pairs instead of 6,200. That’s a 45% reduction. If you have six SMEs, they now only need to review about 600 Q&A pairs each, which means they can spend lots more time bringing value to your customers in their role.

This is also generating roughly $10,000 in savings for your company that can help you build a case for funding the content manager position.

Your numbers will vary, of course, depending on SME salary, average time reviewing Q&A pairs, and how many pairs an SME reviews annually. But this shows how you can hang tangible cost savings on a prospective full-time RFP content manager. Perform similar exercises to calculate cost savings for proposal managers, salespeople, customer support specialists, and any other personnel involved in generating proposals.

Business Case: Improve Content, Improve Proposals

Of course, we cannot forget the main reason you want an RFP content manager: content. They’ll be responsible for its proposal readiness 24/7/365. That includes:

  • Making sure tagging is accurate and redundancy eliminated.
  • Ensuring you don’t have client names or details in your content that could be submitted to a different client (a huge benefit to the entire organization when it comes to things like corporate and financial content).
  • Performing white-glove reviews for all content so that the proposal builders who use it (e.g., proposal, sales, and support teams) can do so in a self-service environment without hesitation.
  • Meet monthly with the proposal team to identify gaps and edits.
  • Identify content used most frequently to prioritize it for updates and reviews.

The positive byproducts of their content focus will spread across your organization. Onboarding will be easier because the right content will always be located where it’s supposed to be. Brand management will be easier to monitor and update. Upper management will have greater visibility into content and proposal management thanks to the monthly reports delivered by the RFP content manager. By the way, you don’t need one for every line of business, especially if you have a response management platform like RFPIO. The RFP content manager can do upfront legwork with multiple lines of business and then manage the processes of content development and auditing for all of them!

Remember, any proposal is only as good as its content. All the polish in the world cannot cover up inaccurate, poorly written, out-of-date, or irrelevant content. Respond to more RFPs, win more RFPs, earn more revenue. The fastest way to respond to more RFPs is by adding a full-time RFP content manager to keep the machine humming. Otherwise, your proposal development pipeline might end up being backed up into the Red Sea.

To learn more about how to build your case, check out my full webinar (below).

How to create a great RFP response process

How to create a great RFP response process

RFPs are time-sensitive. They can be complicated. And they often require input from stakeholders across the organization. But even still… responding to RFPs doesn’t have to be a fire drill every time. All you need is the right process. To get you started, I’ve written a comprehensive guide for creating a great RFP response process, compiling everything I know about RFP response best practices into one place.

Look at the many types of processes you have at your organization today. Seems like we have a process for everything, right? Especially when it comes to sales, having a defined strategy is necessary for our survival. Yet for some reason, we don’t take the time and give RFPs the same level of attention. And, we end up feeling pretty lost without that process. An RFP arrives, and we are stuck in this reactive cycle when we could be more proactive.

At RFPIO, we hear this story all the time from customers who come to us looking for guidance. Today we’re helping you build your RFP response process, based on what we’ve seen working for other RFP responders. Ready to be more proactive with your RFP response process? Follow these RFP process steps to build a collaborative workflow with your team.

What is an RFP response process?

An RFP response process is an efficient workflow which clarifies roles, responsibilities, and timelines to help an organization meet the issuer’s deadline. A great RFP response process is practiced by the entire team. RFP contributors come together to build the process, and they follow it consistently.

RFP Process and Steps

The process covers who the key RFP contributors are and how they will respond to each question on time, with the goal of winning new business. An RFP response process doesn’t work without great people backing that process. The most successful organizations collaborate throughout the RFP project under a clear set of guidelines. Which is why—if you haven’t yet—it’s time to sit down with your team and hash out your RFP process steps.

RFP process steps for efficient RFP responses

For starters…get the RFP process steps down on paper. You have plenty of one-sheets for everything else—now it’s time to develop a strategy that covers your organization’s unique RFP response process. During this exercise, you will cover the internal workflow needed to respond to an RFP. Here is an example of RFP process steps you can follow:

  1. RFP Issued – Review RFP requirements, then assemble your response management team and schedule a kick-off meeting.
  2. Ready Forms – Fill out required forms (i.e. NDA), get approvals and signatures from stakeholders, and attach to the RFP.
  3. Respond to RFP – Repurpose past responses and tailor content—assign questions/sections to SMEs to ensure accuracy.
  4. Review / Revise RFP – Conduct internal reviews to produce a high-quality deliverable, engaging Marketing for final content approval.
  5. Submit RFP – Deliver RFP with supporting materials—follow up to confirm receipt and send a status report to internal stakeholders.
  6. Save / Audit RFP Responses – Save finalized responses in a centralized location (i.e. answer library) and commit to regular content audits.

Collaboration is the theme of any successful RFP response process. Even if you have a proposal manager running the show, you’ll walk away with a better strategy by bringing in more diversity from your team. Instead of one proposal manager typing this one-sheet up in a corner, call a meeting and have a focused brainstorming session. Invite a mixture of sales, marketing, customer success, executives, and subject matter experts (SMEs) to contribute to the process.

Who is involved in the RFP response process?

Since an RFP in business represents a significant dollar value in revenue, RFP response should be approached with a collaborative strategy. Having the right team in place makes a huge difference. If you have a process laid out without clarifying these roles, confusion will follow and things will slip through the cracks.

Companies experience positive results when key individuals own RFP process steps. Responding to RFPs requires multiple people in different roles and departments who contribute diverse viewpoints and expertise.

High-performing RFPs typically includes expert contributions from SMEs, salespeople, finance, legal, and IT. RFP responses are then reviewed and polished by bid writers, proposal managers, and marketing team members. Finally, approval comes from executive stakeholders. The idea is to produce compelling RFP responses that beat your competition. It truly takes a village working together to respond to RFPs effectively.

Strengthen your RFP response process with RFP software

RFP software is a stand-alone solution that helps RFP responders dramatically improve the way they manage and process RFPs. Responding to RFPs takes time and resources. On average, we’ve seen responders cut their response time in half with RFPIO.

The happiest teams we know practice a consistent RFP response process and maximize RFPIO features. For example, assigning reviewers sequentially ensure the deliverable is polished with the highest quality responses for each section. A proposal manager simply assigns users within the solution, so the timing of each task is clear for everyone.

Try reviewing an RFP with thousands of questions by email. Yeah…it requires a ton of back-and-forth which takes extra time your team doesn’t have in the first place. You can certainly respond to RFPs without software, assuming you have a rock-solid approach that is humming along without inefficiencies. However, when you combine a strong process with RFP response software, progress will come.

5 steps to healthy RFP collaboration between sales and presales

5 steps to healthy RFP collaboration between sales and presales

Friction can be a good thing. With the right amount, sales and pre-sales teams share productive exchanges, respectful pushback during disagreements, and shared admiration for jobs well done on all sides.

Too much, and those relationships can quickly flare up with resentment or burn out in an unwinnable blame game (“It’s pre-sales fault for losing the RFP!”). Too little, and silos develop, making collaboration difficult and agility nearly impossible (“It’s sales’ fault for not not giving us what we need to create a winning proposal!”).

Sound familiar? It’s OK. Sometimes when the kids are bickering in the back seat you have to follow through with your threat to pull the car over right this instant. Breathe. In through the nose, out through the mouth. Namaste. Let’s move on.

How do you maintain that ideal level of friction? Glad you asked. I have five steps to help.

Before you skip ahead, remember that everyone in your organization is always working toward the same goal: Win conversions based on responses, whether they be reactive requests for proposals (RFPs) or proactive proposals designed to solve specific prospect or customer problems.

When your organization commits to the unified goal to win through proposals, then it’s just a matter of creating the best game plan to do so.

Step 1: Add transparency to RFP roles and responsibilities

Attempting to collaborate without transparency is a bit like playing the card game “Go Fish”: One person knows what they want, but they’re not sure where to get it. You can avoid this first by documenting all RFP processes. If you have a proposal manager or, better yet, a dedicated proposal team, then you can ask them for this information.

As soon as assignments are delegated to sales and pre-sales teams, then make sure each team is aware of the roles for both teams. You’ll also want to include responsibilities that don’t fall under either sales or pre-sales.

For example, if your responses consistently rely on polished product marketing documentation, then your resource is likely someone in the marketing department. Calling this information out will help avoid unnecessary blaming from either team when they know it’s neither of their faults.

If you use RFP software, then your platform can help promote transparency. I cannot speak for other solutions, but with RFPIO you can:

  • Give every sales rep and pre-sales person access to the project dashboard.
  • Assign deliverables to respective teams to avoid confusion over who is responsible for what.
  • Provide a project timeline so both teams can keep up with RFP progress.
  • Monitor all deliverables to help identify bottlenecks.
  • Gather and contain all communication related to the RFP, including emails, Slack, Salesforce/CRM communications, as well as any alerts or messages initiated from RFPIO.
  • Store all questions, answers, and RFP content for unified knowledge management across every team working the RFP.

Step 2: Write the executive summary

Sales must lead the way. There’s no avoiding it. Sales is responsible for the customer relationship. Without their unique insight, pre-sales is flying blind on the RFP. If sales wants to cross the finish line with a win, then it has to guide pre-sales in the right direction. Back at the starting line, that means writing the RFP’s executive summary.

Write the executive summary first to help set the tone for the RFP. Again, RFP software can help here. After you write the executive summary, your RFP software can make an automated first pass at answering all of the questions based on the content in your Answer Library. From there, pre-sales will be able to review the answers under the direction that sales established in the executive summary. Sweet, fancy efficiency…

As the owner of the customer relationship, the salesperson should actually demand to write the executive summary. It explains the entirety of the RFP and sets up the narrative for the customer journey. If you have a proposal team, then sales can at the very least outline the executive summary so the proposal team can flesh it out and add polish.

“Sales owning the executive summary is extremely important, because it provides context and color into how the company will position itself throughout the RFP. From there, PreSales can bring insight into where the product or platform may fall short, and discuss a strategy on how to approach the response.”
James Kaikis, Co-Founder at PreSales Collective

Step 3: Schedule a kick-off call

If you have a proposal team and documented proposal processes, then a kick-off meeting for RFPs may already exist. If so, make sure sales and pre-sales are invited. If not, then take the initiative to include a kick-off meeting in your RFP response process.

Three of the main reasons you need this touchpoint are to:

  • Give all parties involved a chance to set expectations and clarify roles.
  • Exchange unique insights about the prospect, your relationship history, and how to differentiate your response from competitors.
  • Insert a Go/No-Go evaluation in your RFP response process to solidify team commitment to responding to a winnable RFP.

Step 4: Play an active role in responding to the RFP

Sales teams sometimes make the mistake of washing their hands of an RFP as soon as they hand it off to pre-sales or proposal teams. From the standpoint of the customer relationship and the reasoning behind the RFP, the sales team is the SME! Just as SMEs for product, SLAs, support, legal, pricing, etc. are expected to contribute their expertise to a response, so too should sales be expected to contribute their expertise about the customer.

Sales-related answers and content can also be managed in the answer library of your RFP software. That way sales can focus on the review process and personalizing content after the automated first pass takes place.

Step 5: Reflect on the results, win or lose

When you hear back from the issuer, come together as a team to reflect on how the RFP landed — win or lose. If you lose, talk about what you could have done better. If you won, talk about what you did well.

This win-loss review gives your team an opportunity to close the loop. It also gives you an opportunity to heap some well-deserved praise where it’s due. Sales knows that it cannot survive without pre-sales. Sometimes pre-sales likes to be reminded. There’s no better time to do so than after a win, when you can call out the outstanding job that pre-sales did in composing the response.

You can also use this opportunity to make sure what you learned in the finished RFP is carried over to the next RFP. Win or lose, factoring in what worked and what didn’t will make it easier to determine the next Go/No-Go decision.

Good collaboration = good content

Winning proposals resonate with good content. And behind every piece of good content is the collaboration that made it happen. The better the collaboration between sales and pre-sales, the better your proposal will be.

In our new proposal management Benchmark Report, we found that 75% of organizations plan on responding to more RFPs in 2021 than they did in 2020. The only way that can happen is if sales and pre-sales are collaborating at a healthy rate of friction.

If your sales and pre-sales teams need a collaboration tool to kickstart that healthy friction, then schedule a demo today!

Create proactive proposals at scale with proposal automation software

Create proactive proposals at scale with proposal automation software

Salesforce found that salespeople spend 66% of their time generating quotes, writing proposals, and chasing down approvals instead of closing deals. According to Blake’s edict (Alec Baldwin in Glengarry Glen Ross), that doesn’t leave much time for coffee. If a Cadillac is within reach, then why would your sales team be spending most of its time going after steak knives?

There’s no questioning the importance of proactive proposals in the sales process. The configure, price, quote (CPQ) software category is expanding rapidly for good reason. Automation of proactive proposals, scopes of work (SOWs), quotes, service level agreements, (SLAs) and their ilk accelerates close rates and increases visibility in the process.

Traditionally, proactive proposals required extra time because salespeople wanted to personalize them for an optimal customer experience. The thinking is sound here. You feel like you have a good shot at a deal, you want to put your best foot forward. The problem is what you have to go through to execute.

Old way challenges

This manual process might involve working from a Word document or PowerPoint deck that includes multiple versions of paragraphs or slides. A salesperson would start building their proactive proposal by deleting the paragraphs or slides that don’t apply and augmenting those that do. The process quickly devolves into a time suck if your sales team has to navigate:

  • Multiple platforms or applications — Between the CRM, content management system, and Microsoft docs, too much time is lost switching between applications. And that’s not even including email or Slack or the support ticketing system that’s also likely in play. Switching between apps is a productivity killer, accounting for up to 40% of a worker’s time.
  • Decentralized content (marketing, technical, legal, etc.) — Even if all your sales-ready content is organized in a content management app or shared drive, your sales team still has to find it, make sure it’s the right version, and import it into the proactive proposal. There’s also always a question of whether or not the proposal includes all the content necessary to be effective. Who has visibility into quality control?
  • Non-branded formats — Many organizations at the very least create their Word doc or PowerPoint deck template according to brand guidelines. But even then, versions get saved to local drives for easier access. Margins are pushed to include more content. Fonts are changed to add “emphasis.” Multiple edits done with each proposal creation result in a Frankensteined template that doesn’t accurately reflect your company’s brand. Next thing you know every salesperson is sending out their own unique proposal, which can present severe disconnects during handoffs.
  • Complex solutions to multiple problems — The more complex your solution, the faster your proactive proposals will go off the rails if they’re not tightly controlled. How can you provide salespeople with the freedom to be creative while ensuring their proactive proposals consistently represent a deliverable solution time and again?

Any solution you implement to help your sales team with building proactive proposals must include:

  1. Customizability
  2. Automation
  3. Repeatability

There’s only so much time in the day. Sometimes your sales team is under the gun to create multiple proactive proposals or SOWs. While that’s a good problem to have, you still need to be prepared for when it happens. The last thing you want is to under-deliver, especially at the early stages of a customer relationship.

Introducing Salesforce Proposal Builder

Integrating Salesforce Proposal Builder with RFPIO hits on all three of the solution requirements—customizability, automation, and repeatability—and much more. Our customers are already realizing huge gains in sales team efficiency. For example, ECS, a cybersecurity firm, integrated Salesforce Proposal Builder with their RFPIO platform to help with SOW development. A process that used to take 45 minutes to two hours per document now only takes a few minutes of clicks and navigating dropdowns.

“Each customer has a different problem. Each requires a different solution. Through customizable capabilities that Proposal Builder offers, we realize how much of a positive impact it makes on us, and therefore, on our customers”

-Jeff Rozines, Channel Manager at ECS.

Top-level benefits beyond the huge time savings include:

  • Always working from approved content. RFPIO can act as your knowledge management platform so sales has access to the most up-to-date content available.
  • Spend more time in Salesforce. Avoid the need for complex training, and simplify onboarding of new sales reps. Generate self-service proposals without the need to visit other applications.
  • Take advantage of the great content and subject matter expertise curated in RFPIO for use in requests for proposal (RFPs) responses.

Set up the self-service user experience once and then update as necessary. Working in RFPIO, you’ll create the building blocks of your proactive proposals. This is where you create the user experience for sales, build templates, and connect content. From there, it’s just a matter of showing salespeople where they need to go in Salesforce to initiate their proactive proposal.

Initiate a proactive proposal project directly from Salesforce

The software walks them through the Proposal Builder step by step.

  • Work from response templates to standardize the look and feel of your proposals.
  • Compile section templates into a comprehensive proposal by automatically knitting together fundamental areas of information based on clicks through dropdowns.
  • Customize content such as testimonials, use cases, implementation timelines, and pricing by using catalogs.

After a few clicks, your salesperson has a final proactive proposal, in Microsoft Word format, ready to send to prospects or customers.

Of organizations planning to respond to more RFPs in 2021, 82% also aim to complete more proactive proposals82% of organizations planning to respond to more RFPs in 2021 also aim to complete more proactive proposals. The most efficient way to make that happen is with Salesforce Proposal Builder for RFPIO. Schedule a demo today!

How to respond to an RFP like an all-star champ

How to respond to an RFP like an all-star champ

Organizations issue requests for proposals (RFPs) because they have a problem that cannot be fixed internally. A big problem. That will cost lots of money. This isn’t calling a plumber to fix a clog. This is soliciting bids from multiple contractors for complete remodels, or to construct full-on additions.

RFPs are issued as questionnaires of up to thousands of questions and requests for specific content. If your company has a solution to the problem put forth by the issuer, then you respond with a proposal that includes all the answers and requested content. Depending on the size of the RFP, it can take you hours, days, or weeks to prepare a response. As long as you submit your completed RFP response by the deadline, then your solution will be considered.

Now here’s the rub. The issuer compares your RFP response with all of the other RFP responses received from your competitors. Sometimes, lowest price wins. Other times, best solution wins. Much of the time, the winner results from the best pitch — an umbrella term that includes the RFP response, relationships built with sales and subject matter experts (SMEs) during the process, pricing, reputation, and a variety of other factors. Then there are the times when winners are selected based on prior or existing relationships between the two organizations.

No matter what the deciding factor between an RFP win or loss, the ultimate truth is that you have to compose an RFP response to have a chance. Why not put your best foot forward?

How to respond to an RFP

The RFP response process is cyclical, not linear. I’ll get into more of that in the best practices section. For the sake of getting a proposal out the door, you need to follow these eight steps after you first learn about the RFP.

  1. Qualify the bid — Is this worth going after? As I mentioned earlier, RFP responses can take weeks to compose. Starting off with a Go/No-go checkpoint gives you an opportunity to evaluate how your solution measures up, the financial viability of the project, availability of resources you’ll need to submit a response by the deadline, and any other factors that will impact your business during the response process. Essentially, building a proposal is like investing in your future. Every investment requires close scrutiny.
  2. Understand requirements — What do you need to get it done? This ranges everywhere from content to who produces the content to who is responsible for signing off on the final proposal. The list can be quite lengthy, but it must be comprehensive to make sure nothing falls through the cracks.
  3. Answer commonly seen questions — Pull from your content library to fill in answers to commonly seen questions. If anything needs to be reviewed by a subject matter expert, be sure to get their eyes on it before submission.
  4. Assign due dates and tasks to key collaborators — Whose expertise do you need to get this done? After you determine requirements, you’ll identify all the milestones. There’ll be due dates for content, reviews, edits, and approvals for multiple collaborators. The trick is respecting everyone’s time while driving the process forward.
  5. Assign questions for review and approval — Who needs to sign off on this content? Likely, this will not be a Caesar sitting in the stands giving thumbs up or down. You’ll have multiple approvers to sign-off on content related to sales, product, support, legal, branding, etc.
  6. Polish — Make sure you’re telling the story you want to tell. Add visuals or other supporting content to tell your story better. This is where you can nail the competitive differentiation. If you have the good fortune to have a dedicated proposal team, this may fall on writing and design specialists within that team. It may also be someone from branding or marketing — someone who puts eyes on anything that your organization produces for external audiences. Ensure your proposal is in a clean, easy-to-read format. Or, even better, put it into a branded template.
  7. Proofread — Don’t let poor grammar and typos be the reason you lose the bid.
  8. Submit to issuer — Push send with no regerts (See? Proofreading is important!).

Best practices for responding to an RFP

Build the right team

Proposal managers lead the proposal team. I’m talking about more than just the proposal “department,” if you have one. There, leadership is more about mentoring, training, delegating, and establishing a reputation within the organization. It’s certainly important, but this is the team that drives the process. The proposal team I’m referring to is made up of the individuals you rely on for prospect and customer interaction, subject matter expertise, brand messaging, IT support, and all of the other details vital to creating a winning proposal.

Even a one-person proposal department needs input from internal or external SMEs to build a high-quality response. Proposal managers may think of themselves as the director of a motion picture. After that “Directed by” end title flashes, another three minutes of credits roll by.

Whether you have a dedicated team of stakeholders from each department or you assign a new team for each project, what matters most is that everyone in the organization recognizes that they have skin in the game. RFP wins, proactive sales proposals, and fast turnaround on questionnaires equate to revenue and may determine whether the company grows, shrinks, or offers an extra percentage point in next year’s retirement fund match.

Only respond to RFPs you can win

As part of your bid-qualifying at the beginning of your RFP response process, add a Go/No-go checkpoint to ensure that you only respond to RFPs you can win. Whether it’s a scheduled team meeting or a checklist, you need to answer:

  • Is the RFP the right fit for your organization and solution?
  • Do you have a comprehensive solution that addresses all of the challenges presented in the request?
  • Does your pricing match the budget?
  • Do you have an existing or prior relationship with the issuing organization?
  • Do you have any insight into why the RFP has been issued?
  • Can you meet the submission deadline?

Basing the answers to these questions on data rather than anecdotal evidence will help validate the Go/No-go step as well as your role as a proposal manager. Gathering that data is one of the advantages of working in RFP software.

Respect contributors’ time

If you want SMEs and other stakeholders to feel a sense of ownership for their proposal responsibilities, then you have to respect their time. RFP responses will suffer if contributors end up working after hours and weekends, rushing to meet deadlines. Get their buy-in ahead of time on deadlines and time required for reviews and approvals.

Document your process

A documented RFP response process will anchor your team during the most chaotic times. It’s up to you to own the process, but RFP software will make it easier to automate, execute, and monitor processes from beginning to end on multiple projects running simultaneously.

Conduct a win/loss review

The win-loss review gives your team an opportunity to close the loop. Internally evaluate what worked and what didn’t.

Did you win? Why? How can you repeat it for future proposals?

Did you lose? Why? How can you avoid it in future proposals?

Include the whole proposal team in a wrap-up summary, but make the extra effort to work hand-in-hand with sales enablement so they can bring in the customer perspective.

Remember earlier when I said the RFP response process is cyclical? The win/loss review will inform your new Go/No-go step, increasing your predictive accuracy of which RFPs you can actually win. It helps to have RFP software for a win-loss review because you have everything that went into the response—the planning, communication, content, and the actual response—in one place.

Let technology do the heavy lifting

Speaking of RFP software…it’s the single most effective way to overcome lack of experience. It’s the difference maker that will help you respond like a boss. With only 43% of organizations using RFP-specific technology, there’s a huge opportunity for you to get a leg up on competitors.

RFP software makes it easier to collaborate with an extended team and leverage the power of technology. With automated processes for scheduling, collaboration, and completing wide swaths of massive RFPs using answer libraries, you can blaze through the first pass of a response faster than working without RFP software. You create more time to spend customizing the responses that really matter and focus on differentiating yourself from the competition. And that’s only the beginning! Here’s a quick overview of how RFP software helps each of the seven steps of responding to an RFP:

  1. Qualify the bid — Check data from past similar RFPs. What took weeks without RFP software may only take hours with it. All things being equal, is this RFP winnable?
  2. Understand requirements — Let the tool create a checklist of open items based on what remains after the automated first pass conducted at intake by your Answer Library.
  3. Answer commonly seen questions — RFP technology consolidates all your previous Q&A pairs into an intelligent answer library, so you can automatically respond to repeat questions in just a few clicks.
  4. Assign due dates and tasks to key collaborators — Assign each RFP question or section as a task to individual collaborators from the project dashboard in RFPIO. They’ll then receive a notification from where they’re already working (e.g. email, Slack, or Teams).
  5. Assign questions for review and approval — Simplify the review and approval process with automated reminders and cues across multiple platforms.
  6. Polish — From intake, work within a branded template and support answers with approved content that’s always up-to-date according to the SME in charge of that content.
  7. Proofread — Still important, but working with already-approved content will decrease how much you have to proofread.
  8. Submit to issuer — Push send from RFPIO or your integrated CRM!

We recently created a Proposal Management Benchmark Report where we found that 75% of respondents plan to respond to more RFPs in 2021 than they did in 2020. We also found that organizations using RFP software already managed 43% more RFPs than those who do not use RFP software. If you’re looking to speed ahead of the field in RFP response, then gain traction faster with RFP software.

Organizations using RFP-specific technology submit 43% more RFPs than those who don't

I’ll just leave these other tidbits right here…

Recognize SMEs and salespeople at quarterly meetings. Salespeople are competitive and like to be recognized for winning.

Implement formal kickoff meetings for RFPs. Make them quick and include pre-reading materials in the invitation to hit the ground running. Some organizations combine this with a Go/No-go checkpoint.

Hold 15-minute daily standup meetings or calls as you approach the RFP deadline. Focus on status reports and action items.

Commit to professional development time. Join this LinkedIn group, the response management Slack community, or connect with APMP. This is especially valuable for small shops, where it can be hard to build a network.

If this has inspired you to investigate RFP software, then schedule an RFPIO demo today!

9 key RFP metrics for minimizing risk and enhancing efficiency

9 key RFP metrics for minimizing risk and enhancing efficiency

When I first started responding to RFPs, few people were paying attention to RFP metrics. Sure, there were definitely some trailblazers who were measuring performance, analyzing wins and losses, and optimizing efficiency… but I certainly wasn’t one of them. For me, responding to RFPs was less of a process than a mad scramble to the deadline.

Since then, my approach to RFP response has evolved. Admittedly, this is likely aided by co-founding a company that streamlines the response process via automation and analytics. This article will focus on the latter.

If you do it right, data-driven management can help sales teams sell smarter. But it can also provide insights into how proposal teams can identify—then either avoid or plan around—process challenges, such as resource management challenges, reduced ROI, missing deadlines, and inefficient content development.

By the end of this article, you will understand which RFP metrics you should be tracking—and how to use these metrics to minimize risk and enhance efficiency.

RFP metrics overview

Responding to RFPs can be an expensive undertaking. When you’re working with limited time and resources, you need to be strategic about which projects you take on. Improving your odds of a win starts by determining whether you’re a good fit, and identifying risk factors early so you can avoid surprises and plan for success.

Don’t let dollar signs, commas, and zeros distract you from what’s possible. Go for that big deal, but don’t do it just because of the logo or the dollar value. Do it because the data tells you, “You have a great shot at winning!”

For answers about your future, look to the past. Use data from past wins, losses, and incompletes to determine whether a project is worth pursuing. When you capture an RFx and upload it as a new project to RFPIO, the system will evaluate past projects for comparison and provide a dashboard that gives you an idea of what to expect.

Here’s a small taste of some of the data points that will help you enhance efficiency and gain new insights throughout your response process:

Project Type: Segment your RFP data according to project type. If you respond to RFPs, Security Questionnaires, and DDQs, then you can set each of those as a project type so you’ll be able to compare apples to apples. You can also segment based on industry, size, geo, and more.

Segment your RFP data according to project type
Focus on Wins: How many similar past projects have you won? Lost? Understanding what kinds of projects have been submitted and won helps you focus your efforts only on projects you’re most likely to win moving forward.

Focus on RFPs you're likely to win
Project Scope: Identity total volume of work required to complete the project.

Identify project scope before starting any RFP
Time to Completion: See the shortest, longest, and average times for similar past projects. In a recent survey, we found that 57% of proposal managers said their primary goal is to improve the proposal management process to save time.

Understand the shortest, longest, and average times for similar past RFPs.
Resource Needs: Examine content that may need to be created or moderated. Identify primary authors and moderators from past projects.

Identify primary authors from past RFPs.
Content Needed: Understand what kinds of questions are being asked, and whether you have that information on hand.

Clearly understand the content available in the library
Taken in isolation, each of those data points means very little. Homing in on a single datapoint is just like trying to ride a bike with just the wheels—you can’t get anywhere without the pedal, seat, and handlebar.

Instead, it’s best to approach RFP metrics in context of the greater RFP response process. The trick is learning how to apply insights from each individual data point in a way that enhances efficiency and reduces risk.

To make this easier on you, this blog breaks down the RFP metrics you should be paying attention to according to how they fit into the RFP response process:

  • RFP metrics to inform bid/no-bid decisions
  • RFP metrics for planning, implementation, and finalization
  • RFP metrics for ongoing optimization

By the time you finish reading, you’ll understand which RFP metrics you should be tracking and how to track them.

RFP metrics to inform bid/no-bid decisions

The first step of the RFP response process is figuring out whether an RFP is a good fit. Is this RFP worth the time and resources it’s going to take to complete?

In making your fit analysis, you need to be selective. You don’t want to waste time and resources on an RFP you’re probably not going to win. But you also don’t want to walk away from a potential opportunity, and leave money on the table.

RFP metric #1: Determining whether you’re a fit

While this isn’t *technically* a metric, decomposing the RFP to determine whether you’re a fit is extremely important to the bid/no-bid decision making process, and worth mentioning here.

Before you spend anytime answering a single question, the first thing you’re going to want to do is determine whether your solution is in line with the key requirements. Do a quick scan to see if anything pops out at you.

What problem is the issuer looking to solve? What are the features and functionalities on their “must-have” and “should-have” list?

This is also a great way to determine whether you’re dealing with a wired RFP, where an incumbent exists and the issuer is just going through the motions. If there are a considerable number of requirements that seem irrelevant or very far off base, that’s a good sign the issuer isn’t interested and the RFP might not be a good use of your time.

If your solution isn’t in-line with the issuer’s needs… go ahead and throw it on the “thanks, but no thanks” pile.

Remember: Your time is valuable. Don’t spend it on proposals you’re not likely to win.

Even if you are a good fit, you may still decide it’s a no-go due to other priorities, deadlines, and resource commitments.

If you do find you’re regularly passing up potential opportunities due to bandwidth, you might consider a proposal automation solution. According to a recent survey, organizations using RFP-specific technology submit nearly 50% more RFPs than those who don’t.

RFP metric #2: Do your homework on the RFP issuer

Yes, okay, we’re two for two for metrics that aren’t technically metrics. But you’re going to want to do a background check on the RFP issuer before you do a single iota of work. Nothing is worse than putting the final touches on an RFP, only to discover you already submitted a near-identical RFP two years ago.

Once you’ve determined the decomposition of data is a fit, there are a few questions you’ll need to answer:

  • Has this company previously issued RFPs?
  • If yes, did you win? Were you short-listed?

If you did submit an RFP for this particular company before—and you lost—it might not be worth your time. But if you were short-listed, and the company ended up going with another vendor, it could indicate that they weren’t happy with the other vendor’s solution… and this might be your chance to shine.

If you have submitted an RFP for this particular company before, pull that old RFP from the archives, and examine it with a critical eye. What did you do well? What can be improved? You don’t always get a second chance to demonstrate your competitive advantage—don’t let this opportunity slip you by.

RFP metric #3: Analyzing past wins based on company profiles

Compare company size, project value, and vertical to your typical customer profile. If you usually work with enterprise companies, and the RFP you’ve just received is from a startup, your solution might not be a good fit.

Save yourself some time in the future by tracking these data points as you go along. Each time you receive a new RFP, make a note of the parameters you want to track. As a starting point, I would suggest tracking*:

  • Vertical
  • Company Size
  • Product Line
  • Project Type*
  • Project Stage*
  • Number of Questions*
  • Project Value*

*RFPIO tracks project type, stage, number of questions, and project value by default. You can track vertical, company size, and product link by creating a custom field.

Be diligent about tracking each parameter whenever you receive a new RFP. Over time, you’ll see how well you perform for each of your chosen parameters.

If you’re using RFPIO, you’ll get a performance snapshot each time you import a new project, including project status (e.g. won, lost), time spent, and answer library usage (i.e. how many of the questions were answered using Auto Respond).

With RFPIO, you'll see a performance snapshot each time you import a new project.

RFP metric #4: Tracking your average RFP response rate

Your average RFP response rate is a function of the number of outgoing RFPs divided by the number of incoming RFPs.

Average RFP Response Rate = # Outgoing RFPs / # Incoming RFPs

There is no rule of thumb for what your average RFP response rate should be. For some companies, an 80% response rate is too low; for others, a 30% response rate is too high.

One thing that can be said for certain is that if every RFP that comes in is being responded to, something is off. It means you’re not qualifying what’s coming in. By going after everything, you end up wasting time and effort on deals you’re probably not going to win.

You can adjust your average RFP response rate as you go along. If your win rate is astronomical, it could be a sign that you want to start responding to more RFPs (and vice versa).

On the flip side, if you’re responding to 50% of RFPs, and your win rate is abysmal, it could be a sign you need to better qualify the deals you’re going after.

RFP metrics for planning, implementation, and finalization

Once you’ve decided this RFP is a go, it’s time to get to work. That means building out your team, keeping your project on track, and submitting a polished final product.

RFP metric #5: Determining Workload

Before you do anything, check the project size (i.e. number of questions) and the due date. This will give you a general idea of how much work you’ll have to do based on past performance.

After that, you can start assigning work out to your team. As you’re choosing SMEs, the most important metric to track is current assigned workload. If one of your SMEs has four projects due by the end of next week and you’re adding another one, you’re just asking for trouble. That’s the time you proactively find an alternate SME.

If you’re using RFPIO, you can check current SME workload right in the application. The system will tell you how much work is assigned to which SMEs, what the workload looks like, and if there is any overload.

If you’re not using proposal management software, you can also keep track of SME workload using spreadsheets; you’ll just have to make time to keep your spreadsheet up to date.

RFP metric #6: Readability Score

If a proposal is difficult to understand, it increases the cost for bidders during the procurement process. Confusion leads to delays. Delays drive up costs. And everyone loses.

Most people read at a 10th grade level. Make life easy for your buyers by writing at that same level. Avoid delays by calculating readability as content is being added, using an editing tool like the Hemingway App or the Flesch reading ease test.

RFP metric #7: Probability of Win Score (PWIN)

Here’s where you take an honest look at your work so far and ask yourself: How can I increase my odds of winning?

A PWIN (Probably of Win) score is calculated based on the answers to a variety of questions designed to best determine how well the company’s team, experience, and contacts match those required for the opportunity. The higher the score, the better chances of winning the contract will be.

Ask questions like:

  • How does the language compare to previous projects? Is it accurate, positive? Does it align with winning RFPs from the past?
  • Have you answered all the questions? Have you met all the required conditions?
  • How often do you answer in the affirmative vs. negative?

Be honest with yourself. Have you said “no” to a certain percentage of must-have or should-have requirements? Are you qualifying too much, or agreeing to build too many features? It might not be worth the final proofing and polishing to primp your proposal to perfection.

Just because you’ve spent a lot of time getting your proposal this far, it doesn’t mean you need to spend even more time getting it over the finish line. Your time is valuable. It’s okay to throw in the towel.

Regardless of whether you decide to submit the proposal, make note of the requirements you’re missing, and coordinate with your product management team to get them into the roadmap.

RFP metrics for improving win rate and optimizing efficiency

You should constantly be looking for opportunities to optimize efficiency and improve win rate. Tracking metrics and analyzing the data can help you do that.

RFP metric #8: Identify Content Gaps

Auditing your Answer Library is an art unto itself. From an RFP metrics perspective, RFPIO includes an insights tool that helps you identify content gaps, content that needs to be updated, and content that needs to be created.

What terms are being used in search? What’s being found? What’s not being found? Let’s say a security product company is seeing a lot of requests for “zero trust” but no content exists because it’s new terminology that has quickly become industry norm.

The insight tool alerts content owners that content needs to include “zero trust” in order to stay relevant—and could provide insight to leadership and product teams on where the market is headed.

Sometimes you just need new content in your library. For example, if a lot of people are looking for information about “outages” (i.e., what has been your longest outage?), but turning up empty-handed, it might be a good idea to reach out to your product team to let them know new content is needed.

RFP metric #9: Determine content library health

To determine how healthy your content library is, see what percentage of RFPs can be completed with auto-respond, as opposed to manually creating answers from scratch. With a well-curated Answer Library, 40-80% auto-response is realistic. 30-40% of content exists but needs editing. 20-30% needs to be brand new.

If your auto-respond is hovering below 40-50%, that’s a good sign you’re in need of a content audit. If this sounds like you, check out our guide on how to conduct a content audit in 3 steps.

4-Step RFP Content Audit

Future impact

There’s more to discover after delivering a project. Before you even know if you won or lost, you can start mitigating future risk based on what you learned during this project.

How long did it take (longer/shorter than average)? How many deadlines were missed? How much content was re-used? How much content was missing? Set up a feedback mechanism to share these findings with content owners and SMEs so you can continue to improve knowledge management and the response process.

Time matters

Our success metric is not to have users spend more time in our platform. This is not social media. We want users to be able to work responses faster and more effectively than they’ve ever thought possible. Which brings me to the last RFP metric I want to mention here: how well you’re using your team’s time.

Generate an Application Usage Report to gain insight into which modules (Project, Answer Library, etc.) your users spent their time. Compare that time spent against past similar projects. Did you save the team time? Did it take longer than average? From here, you can dig into why and start minimizing risk for the next proposal.

Gain insight into which modules your users spend their time
Schedule a demo today to see how to use some of the RFP metrics mentioned in this article to improve proposal management.

How to turn proposals into a revenue-driving engine

How to turn proposals into a revenue-driving engine

Can the best proposal in the world win a sale on its own? Honestly, probably not. Proposals are just one element of a lengthy and involved sales process.

Flip the question on its head and ask, “Can a poor proposal torpedo a sale on its own?” Absolutely. As can a bad demo, negative reference, or a disagreeable price.

My point is that while the proposal cannot win you the sale on its own, it still plays a pivotal role. Whether it’s reactive (RFP, RFI, Security Questionnaire, etc.) or proactive (sales-generated to show product solution or value), a proposal’s job is to advance the sale. How do you propel something forward? Build an engine.

Build your revenue-driving proposal engine

A revenue-generating response engine can change how your organization feels about proposals, turning it from a necessary evil to a strategic advantage in the sales lifecycle. I’ve broken the engine down into four key components, the first of which is people. Based on my experience, with respect to the way proposals are handled, organizations fall into one of these categories :

  • Ad hoc: 20% of organizations have no dedicated proposal team, instead relying on sales to take it on. This is a reactive approach that typically produces low-quality proposals and poor win rates.
  • Tactical: By far the most common, 60% of organizations have a proposal support team. It’s more efficient than an Ad-hoc approach, but still reactive, not highly prioritized in the organizational structure, and results in a win rate that makes stakeholders hem and haw over whether it’s all worthwhile every year.
  • Strategic: This dedicated proposal function with defined processes and staffed by capture planning specialists, bid and proposal managers, proposal writers, and content managers—in place at only 20% of organizations—produces the highest quality proposals that result in the highest win rates.

People need processes—the second engine component—to optimize their efficiency, enable visibility, and forecast accurately. A well-documented process will help with qualifying opportunities, deciding on win themes, building the response team, assigning roles, tracking and reviewing proposals, assembling the final proposals for publishing, etc.

The third engine component is no surprise: content. Obviously, you need to illustrate how your product or solution solves the problem that has necessitated the response. The differentiator here is in content quality, access, re-use, and personalization.

All three of the components mentioned above will be highly influenced by the fourth engine component: the technology tools you invest in for your response management engine. These will include your CRM, collaboration and web conferencing tools, and, of course, proposal software solutions.

When the engine is firing on all cylinders

After you build the engine, you can expect improvements in the following:

Repeatability

This refers to whether you have a streamlined process that you can apply any time a response is required. Once you’ve established your process, it can be triggered by intaking a project in your proposal software or CRM.

Whether or not your process is easily repeatable depends on content. Do you define service level agreements that can be adhered to time and again? Are you capitalizing on the wealth of information that already exists in your proposal software’s Content Library? If you’re finding ways to reuse existing content, you’re already well on your way to repeatability.

Visibility

Gain macro clarity of your proposal team’s performance. Are there any patterns where win rates vary? This will help identify key characteristics of your most winnable deals. Which content is most popular? Most effective?

This will help identify where to invest subject matter expert (SME) time in content development.

Efficiency

Make everything easier and faster—from finding content and assembling documents, to working with collaborators. Teams that do so are often able to increase efficiency by 40%. Sometimes it’s even more.

There’s no question that proposal software saves time, no matter how many people you have responding to proposals. Friend and peer BJ Lownie, managing director and principal consultant at Strategic Proposals believes that, “Situations exist for one-man shows and full-blown proposal departments.” Having proposal software on hand will help produce higher quality proposals faster, filled with brand-approved content and output according to your style guides.

Quality

Give everyone back time to reinvest in improving the quality of their work. Salespeople can spend more time on revenue-generating operations. The proposal team can spend more time on creating high-quality responses. SMEs can focus their efforts on their primary job functions and other equally important operational activities.

The purchasing decision is a consensus activity these days. Emotional and political factors are also at play. On balance, you always want to put your best foot forward. Proposal quality matters. It can positively influence deals.

Revenue

Link 1-4 together and you discover that proposal software fuels your revenue-generating response engine!

Ultimately, you want your revenue-generating response engine to guide your organization to the point where you’re only responding to winnable deals. Data output from the engine will help you answer questions like:

  • What is your relationship to the organization you’re responding to?
  • Have you had any prior engagement with that organization?
  • Do you have any insight into why that organization is soliciting responses?

Time is finite in the response world. The response due date is a deadline not a guideline. To paraphrase a quote I recently read on LinkedIn, proposals are never done; they’re just due. This engine will help you be more discerning with how, when, and where you invest your time and energy.

Proven value of proposal software

At RFPIO, our mission is to provide technology that streamlines the proposal process. No question that a library of pre-written content is a backbone to increased productivity. As are collaborations with sales and SMEs. We want to reduce the friction of hunting for content and herding SME cats. With proposal software, RFPIO customers are able to:

  • Submit 25% more responses with 100% accuracy while staffing is down 50%.
  • Increase win rate by finding more time to craft compelling win messages.
  • Triple proposal capacity and create efficiencies across all teams.

We deliver time back. How would you like a week back in your typical three-week proposal
process? How that time is reinvested will determine your win rate success. With a response team firing on all automated cylinders, you can unleash proposal development best practices while protecting sales and SMEs from the inefficiency rampage of a frenzied response process.

Start building your revenue-generating response engine by scheduling a demo to see how much time you can free up to reinvest.

Integrating Salesforce is a simple way to add tons of value to RFP software

Integrating Salesforce is a simple way to add tons of value to RFP software

This is about as “meta” as it gets in RFP software sales: RFPIO client Salesforce is currently in the process of integrating Salesforce with its RFPIO response management solution. How can a CRM integrate with itself? As Cosmo Kramer once said, “I must be at the nexus of the universe!” 

More than 30% of RFPIO customers who use Salesforce have already integrated the solutions. The Salesforce integration is by far the most popular CRM integration at RFPIO — 20x more customers use it than our next most popular CRM. So why do customers love it so much? 

Visibility and efficiency to start, but there’s more to it than that. 

“RFPIO’s Salesforce integration is helping our business be more efficient and organized with RFPs and RFIs. We can easily view insights and progress with every RFP right from Salesforce.”

-Alison Moeller, Accolade (full case study here)

Why you need it: Integrating RFP software with your CRM makes everything easier

Integrating Salesforce and RFP software workflows gives proposal and sales teams bi-directional access to all response management functionality. In other words, whether they’re working in Salesforce or RFPIO, users can perform all response management functions—from launch to development to publishing—seamlessly, without any redundancy or confusion. Here’s one possible workflow of how it can work for you:

Step 1: Sales rep launches RFPs, RFIs, Security Questionnaires, or any other response project directly from Salesforce. Expedite project creation by launching with existing Salesforce data in a few button clicks.

Sales teams can send intake requests to the proposal team right from their favorite CRM (Salesforce).

 

Step 2: Proposal manager receives automated trigger notification of new project launch, analyzes what’s needed at intake to determine if it qualifies as an active project, and either rejects it or begins proposal development in RFPIO.

Track and monitor progress in real-time

 

Step 3: Sales rep and proposal manager can track and monitor project progress in real time from either application.

When a new project launches, proposal managers are automatically notified

 

Step 4: Response packets and related documents are automatically published back to Salesforce so sales rep can send them to the prospect or customer.

Sales reps can automatically send response packets to their prospects after they're published back to Salesforce

 

Step 5: Fine-tune proposal operations for sales and proposal teams with in-depth analytics output through Salesforce Reports Builder.Sales and proposal teams can fine-tune operations with detailed ananlytics

 

“The Salesforce integration has helped us align sales and proposal teams. Now, sales has full visibility into project status. They can see how a current project is progressing, or check which future projects are in the queue, all from the RFPIO dashboard in Salesforce.”

-Lauren Joy, the Proposal Team Manager at Hyland (full case study here)

How you get it

The Salesforce integration raises awareness of RFPIO with more people in your organization. It becomes recognized as more than just a tool for the proposal team. It becomes the platform for expanding opportunities with prospects and customers. For example, after an integration, you can use the Salesforce Proposal Builder to create personalized proactive selling documents based on the up-to-date, brand-approved RFPIO Content Library

CRM integration is usually a high priority for our customers. Especially one or two years into a subscription, after their proof of concept for response management has hit its goal. 

Compared to other applications available through the Salesforce AppExchange, integration with RFPIO is a light lift. It all starts with a demo. This can take anywhere from 15 minutes to an hour, depending on the stakeholders you want in the “room” and what you want us to prepare for them.

After you decide to add the Salesforce integration, the process moves pretty quickly. The integration fully supports Salesforce Lightning as well as the classic Salesforce configuration. It works with either or both. A seasoned Salesforce admin can have it ready in 1-3 hours as long as there isn’t a lot of custom mapping. If there are a lot of custom fields, then the configuration can stretch into a few days–still on the lighter side of configuration. 

We often recommend a trial integration. Connect an RFPIO production environment with a Salesforce sandbox to test the integration in a safe space that won’t create disruptions in your Salesforce production environment. It’s simple to migrate this trial setup to a production environment.

If security is a concern, it shouldn’t be. We’re already published on the Salesforce AppExchange, which means we went through the Salesforce security review. Also, we are quite comfortable navigating any enterprise security review. So far, we’ve passed 100% of every one we’ve been through.

“We’re using the Salesforce integration to pull data in from an existing account or opportunity. This both ensures the data is matching and also means there are fewer fields to fill out–saving time and avoiding errors” -Lisa McNeely, Proposal Services Team Manager at Hyland (full case study here)

What you can expect 

You’ll start seeing the value of real-time visibility and increased efficiency from the Salesforce integration almost immediately. Another huge value comes from the reporting capabilities, and this value grows over time. By creating associations between Salesforce objects and RFPIO projects, managers, directors, VPs of sales, and other teams can identify which projects were successful, which RFPs were won, and how that impacted the Salesforce opportunity outcome. You can find patterns that help identify more successful opportunities and the teams involved with those opportunities, which will ultimately lead to higher conversion rates and more revenue.

If you’re interested in learning more about the Salesforce integration with RFPIO, then contact us to set up a demo.

“The Salesforce integration for intake requests is a game changer. When I started the proposal process from the ground up at my company, sales people had no idea where to send RFPs—they were just throwing them to legal. Now there’s an easy way to request support right in Salesforce!”

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