THE RFPIO BLOG

Start Responding Like a Pro

The RFPIO blog is full of insights and best practices, giving you the tools you’ll need to streamline your process and respond with confidence.

Thank you for subscribing.

Something went wrong.

2020 proposal software features to prepare you for the year of “access anywhere”

2020 proposal software features to prepare you for the year of “access anywhere”

It’s rare that you hear this, but 2020 was awesome. When it came to implementing new proposal software features in […]


Category: Product & Best Practices

2020 proposal software features to prepare you for the year of “access anywhere”

2020 proposal software features to prepare you for the year of “access anywhere”

It’s rare that you hear this, but 2020 was awesome. When it came to implementing new proposal software features in RFPIO, that is. And most of the awesome ideas came from you, our customers! 

Of the 1,855 submissions to our Idea Portal in 2020, we have already implemented almost half (769). Another 66 are planned or under development. 989 are still under consideration or waiting for other feature dependencies. Your feedback is integral to a better performing product. Keep ’em coming!

The following describes some of our favorite proposal software features of 2020. At the end of the article, you’ll see why 2021 is shaping up to be the year of “access anywhere” at RFPIO.

Proposal software features part 1: Project management

Automate Transfer of Intake Team to Project Team

“Intake” creates a staging area for RFP/Proposal requests where they can be evaluated in one place to make a bid/no-bid decision without using active project bandwidth. Now, the team you assign at intake will automatically carry over if the project goes active. No more re-assigning team members!

Automatically transfer intake team to project team, simplifying proposal management

Choose from More Translation Options

  • Translate entire projects or source files on-demand as they’re imported. Previously, this was only available within Answer Library or individual Q&A pairs.
  • Bulk translate content in Answer Library.
  • Retain images and formatting in translated content.
  • Enjoy a better translation review experience to verify translation quality, whether you rely on automated translation or a translation service outside your organization.
  • Try the new translation engine: DeepL now available in addition to AWS, Google, and Microsoft. You can choose your preference.
  • Experience the RFPIO user interface (e.g., menus, modals, etc.) in Chinese, Dutch, English, Finnish, French, German, Greek, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Spanish, and Swedish.

Gather E-Signatures Without Leaving RFPIO

Instead of exporting or printing out for signing, you can now collect signatures and place signature related fields on documents right from RFPIO! What’s really cool about this is that you can set a sequential signing order, on both the team and the individual level. 

After you’ve collected all your signatures (including guests), all that information flows directly into RFPIO—so you can easily check audit logs for signing activity history, including name of signer, time of activity, location, and type of activity. 

Gather e-signatures right in your proposal software

Import Markup Tracking in Microsoft Word Files 

When you’re importing long and complex proposals in Microsoft Word, RFPIO automatically generates a table of contents, so you can easily navigate up to 5 levels of sections and subsections. 

Also, we know that when you’re confronted with… let’s just call them “creatively styled” RFPs, maintaining the formatting during import can be challenging. This new enhancement makes that process a lot easier.

Easily import tables into your proposal software

Flexible Review Process at the Question or Section Level

With our new enhancements, we’ve strengthened our review functionality… which means you can get even more granular when setting up your review process.

Now, you have three options when setting up review cycles. 

  1. All — Just as it sounds. In order for this question to be marked as “reviewed”, all assigned reviewers need to sign off. 
  2. Any — Let’s say you have a go-to team of reviewers, any of whom you would trust to give the final sign-off on your content. By selecting “any”, if any one of those reviewers signs off on that content, the question is marked “review”
  3. Sequential — Need to get your immediate manager’s sign-off, before sending it up the ladder? No problem. All you have to do is set up sequential reviews, and you’re all set!

Set up advanced review cycles when managing proposals

Proposal software features part 2: Content management

Streamline Content Access Through Linked Companies

If you have reseller partners that need access to your content — or if you’re a parent company of multiple brands that need to access — then the new linked companies functionality is for you. 

It gives you the ability to grant access to your Content Library and specific collections in a completely separate RFPIO instance. That content will also be updated when you update the source file. You can enable (or disable) comments and discussions around specific content between linked companies.

Give different departments or reseller partners access to your RFP content library using the linked companies feature

Access Variable Answers Faster with Linked Content

Linked content allows similar content — variable answers to a single question or translated versions of the same answer — to be linked together and grouped for streamlined searchability and review management. You can even subscribe to specific content in the library to get notified any time there’s a change to that content.

Set 1 Source of Truth with Document Linking

This is something our customers have been asking for a long time. 

Let’s say you’re responding to an RFP, and are asked to  “please provide an example of when you’ve solved problem X.” This is a standard RFP request where you’ll want to use the same document — perhaps a case study — as your answer. 

Now, you can attach documents (e.g. docx, islx, pdf) to question-answer pairs in the Answer Library. And anytime you update the document, it automatically updates the corresponding linked attachment, establishing a single source of truth across the board.

Improve content management for your proposal content with document linking

Access Multiple Versions of a Document

Upload up to 20 versions of the same document. View the different versions of a current document as well as revert to any previous versions, a la Google Docs.

Get Help Choosing SMEs 

The SME recommendation dictionary helps you choose experts and reviewers. RFPIO will auto suggest users when assigning individual questions within a project. Assign topics or keywords to users or groups of users. This is especially helpful for larger organizations with a lot of SMEs from which to choose. It makes it easier to find the right author to own the content. 

Proposal software features part 3: Integrations

Access More Slack Functionality

We made a lot of Slack integration enhancements this year. Collaborators were already able to receive and reply to RFPIO project notifications and tasks within Slack–without having to log in to RFPIO. Now you can also:

  • Add Slack conversation content into the RFPIO Answer Library as new Q&A pairs.
  • Search the RFPIO Answer Library for answers to questions from Slack (this will help increase engagement with users who don’t use RFPIO often but are heavy Slack users).
  • Search questions, answers, and fields such as tags, collections, language, custom fields, and more.
  • Perform combination search using Boolean operators, range search, wildcard, and fuzzy search.
  • Admins can customize the number and type of results shown when others execute a Slack search.

Experience Full-Circle Project Creation and Retrieval in Salesforce

Upload files directly from Salesforce and create a project request in RFPIO. View the status of in-flight projects and retrieve completed response packets back in Salesforce. Auto-publish completed response packets to Salesforce pages. Add team members while creating projects from CRMs such as Hubspot, Pipeline, Pipedrive, MS Dynamics, and Salesforce. If you have any task assignments in your CRM, then this is a great way to add that project team while it’s being created.

Get a Head Start on the Sales Cycle with the Salesforce Proposal Builder

The new Salesforce Proposal Builder allows sales reps working Salesforce opportunities to generate proactive proposals on a self-service basis using all of the dialed-in content and templates you already have in RFPIO. This feature is included in the RFPIO Salesforce integrationGenerate proactive proposals in Salesforce, using content stored in your proposal software

Try the New Google Hangouts Integration

RFPIO for Google Hangouts allows you to receive @mentioned comments as direct messages. Search the Answer Library and view contents with a simple click. 

By integrating proposal software with Google Hangouts, you can receive @mentioned comments as direct messages.

Get Chat Endpoint API Enhancement

For those concerned with compliance, you can now pull all of your RFPIO chat conversation data into whatever 3rd-party location you prefer, from security to archival systems.

Proposal software features part 4: Business intelligence/reporting

Create Custom Reports & Dashboards

Improve how you analyze your data and make informed decisions. New reporting features include charts, tables, grouping, and aggregate functions. The dashboard provides an effective way of organizing reports in a single page with a combination of charts and tables. New improvements include date field calculations, daily/weekly/monthly scheduling, auto-delivery of reports, and more! 

Use proposal software to create custom reports and dashboards

Visualize Data on Your Platform of Choice

If you use Tableau or other data visualization solution, you can now pull RFPIO custom configure paths for metadata between RFPIO and 3rd-party or homegrown reporting tools or BI systems.

2021: Introducing the year of “access anywhere”

If you thought 2020 features were good… wait until you see what we have in store for 2021!

2021 will be the year of “access anywhere”. In short, that means we’re going to be releasing features that makes it easy to work on projects and search for RFPIO content… from wherever you might be. This includes things like offline mode, a new-and-improved RFPIO Lookup, and more!

Contact us to learn more about these new proposal software features, and find out how you can take advantage of them.

Expand sales intelligence and personalize sales documents with RFP automation software

Expand sales intelligence and personalize sales documents with RFP automation software

When customers start using RFPIO’s RFP automation capabilities, most of them quickly expand response management to their overall sales intelligence program. They enable sales teams to generate personalized sales documents and proposals on a self-service basis. With easy access to a robust content library, sales representatives can (relatively) easily piece together pre-approved, pre-vetted content to create proactive selling documents.

In the spirit of transparency, we happened upon these added benefits somewhat by accident. We actually learned about them from our first enterprise customers, who had thousands of projects running in RFPIO. Upon evaluation of all the content they had accumulated in their Answer Libraries, they asked a seemingly simple question: With all this great content in RFPIO, how else can we use it?

Ever since, we’ve been fine-tuning features so that RFP automation software adds more value to the greater sales intelligence program for customers of all sizes.

How your sales representatives respond matters. For more conversions at higher price points, they need to respond quickly, with a personalized touch, and they need to do it efficiently so they spend more time on revenue-generating activities.

According to Forrester, there are three key elements to sales intelligence.

  1. Operational Intelligence: “What is happening and what has happened.” In other words, these are the KPIs that guide day-to-day activities (e.g., number of calls, proposals delivered, pipeline-to-quota coverage ratios, average deal size, etc.).
  2. Diagnostic Intelligence: Analyze the KPIs established in operational intelligence to gain a meaningful view of data and identify trends that may determine future performance.
  3. Interpretive Sales Intelligence: Use operational and diagnostic intelligence to guide and support revenue generation throughout the organization, from optimizing responses to prospects and customers to structuring compensation plans.

Based on this definition, RFP automation software can have a significant impact on sales intelligence. Here’s why.

Without data, nothing is driving your sales intelligence

Sales intelligence is all about identifying buyer signals and nailing the timing. Sounds simple, right? It’s not. Depending on your product or service and your market, the amount of analysis that goes into signal identification could range from hours to months, or even years.

Sales is like the rest of the intelligences that are all the rage right now. Artificial, business, military… you name it, if it’s intelligent, then it depends on data. Similarly, sales intelligence relies heavily on data collection, management, and insight.

Your CRM is the central nervous system of your sales intelligence. Let me throw some borrowed knowledge at you (source).

  • CRM is among the top three tools and technologies for creating personalized interactions with customers to foster loyalty and better marketing ROI. (Salesforce, 2017)
  • 73% of marketers with a CRM system use it for a shared customer view between their service and sales teams. (Salesforce, 2017)
  • High performers are happier with the level of collaboration between their marketing team and other departments and they’re also three times more likely than underperformers to extensively use CRM tools. (Salesforce, 2017)

Much of the client, opportunity, and product data that can be leveraged to personalize proposals already exists in CRMs. By integrating RFPIO and CRMs like Salesforce, sales reps can now generate personalized selling materials without leaving their CRM. RFPIO can link CRM data from client, industry, job title, product information, and opportunity fields to dynamic proposal templates that allow sales reps to hyper-efficiently generate proactive proposals.

A real-world use case is:

  1. Sales rep Alpha finishes their first phone call with a prospect. They enter what they’ve learned about the prospect, such as product interests or points of contact. These fields will be used to swap out the dynamic templates when the proposal is generated.
  2. The prospect has asked Alpha to send a solutions brochure to learn more about Alpha’s company and solutions. The sales rep will click on “create proposal” to get started.
  3. Alpha navigates their CRM (e.g., Salesforce) interface to select “Create Proposal in RFPIO” from a list of available document templates (NOTE: You’ll need to set up the document templates ahead of time, but once you do so, it’s just a matter of plug-and-play content!).
  4. Alpha completes the proposal builder without leaving the CRM to add content relevant to this particular prospect and include personalization variables. These can include contact fields such as name and title, relevant quotes and testimonials from companies in their industry, the specific solutions and prices that the prospect needs, implementation team, timeline, etc.
  5. Alpha clicks the “Generate” button.
  6. Voila! Alpha has a personalized, on-demand proposal to share, which will be much more effective than a boilerplate email or generic brochure. The generated proposal is then automatically published to the Salesforce page from which it was created. Now, it’s ready for the sales rep to download or share as needed.

Sales intelligence with RFP software integrated into your CRM enables more informed selling, allowing you to take advantage of the personas you’ve been developing and the hard-fought information you’ve been gathering on your prospects and customers.

5 sales intelligence advantages of RFP automation software

Let’s say you’ve integrated RFP software into your CRM. What benefits can you expect?

  1. Keep sales reps focused on selling: Are your salespeople spending less than 36% of their time selling? Sales VPs and directors want reps living in the CRM, focused on revenue-generating activities. By providing access to RFP content and automating its generation from the CRM, reps spend less time chasing down content or composing proposals.
  2. Gain leverage from content analytics: Track the content that’s being consumed, by whom, and how it’s being shared. Identify the most common and popular content to help inform future content development. Analyze trending queries, both internally and externally.
  3. Strengthen your account-based selling strategy: Make it easier for your sales team to collaborate on developing multiple contacts and relationships within a single account. Content analytics helps you track the buying signals throughout different levels of your most complex accounts.
  4. Personalize every response: With the data stored in your CRM combined with the high-quality content stored in RFPIO, proposal managers, marketing teams, or sales teams can create pre-approved content blocks that sales teams can piece together to create proactive selling documents. What would it mean to your team to send professional, personalized proposals with every response?
  5. Take a big lift off of proposal and marketing teams: No more one-off requests for content or proposal support from sales reps because they’ll be able to do it themselves. For example, Microsoft estimates that its RFPIO Answer Library saves up to 5,000 hours per year.

A rising tide lifts all boats

Advanced sales intelligence will also contribute to greater success with RFP responses. For proposal managers, customer data points from the CRM will help automate the completion of a proposal and inform bid decisions.

Natural language processing and analytics will help decipher what kinds of questions will be asked in an RFP. RFPIO can estimate what type of proposal to expect, compare it to past RFP responses from similar client profiles, and analyze how you performed in the past to determine your likelihood of success and how long it will take to complete. The proposal manager can also estimate resources and identify contributors that will need to be allocated in order to win the RFP and determine if it’s worth it to the organization to proceed.

What’s it gonna take?

We’ll need to connect the systems, so there is some administrative setup. However, we’ve already synced up with multiple CRMs, so we know what to expect.

Schedule a demo today, and we can discuss whether it makes sense for you to integrate your CRM with RFPIO RFP automation software.

You need RFP software. Here’s how to convince your boss.

You need RFP software. Here’s how to convince your boss.

The first question will be, “Why do we need it?”

Tell your boss, “Because we can’t afford to gamble our relationships, and our contacts cannot afford to gamble on us.”

Now let’s crack open this fortune cookie and unpack its meaning.

In sales, relationships are everything. Many companies won’t even respond to an RFP if they don’t have relationships established with the RFP-issuing group. Sales professionals protect these relationships like they’re hoards of treasure. Much time and effort is put into cultivating them.

However, the art of the deal has changed over the many years I’ve been in the proposal game. The deal that used to be made via handshake with a high-powered decision-maker now has to be vetted by multiple stakeholders. A single decision-maker won’t gamble their career on selecting a vendor anymore—no matter how strong a relationship exists.

In a highly competitive RFP, multiple prospective vendors will have strong relationships within the RFP-issuing organization. You as a sales organization don’t want to gamble your hard-earned relationship by underperforming at the proposal stage and losing the deal.

In the modern sales landscape, your relationships plus a high-quality proposal will give you the best chance to win the deal. RFP software helps you create proposals that eliminate your contacts’ need to “gamble.”

Now that you’ve explained why you need RFP software, answer these three questions to close the RFP software deal with your boss:

  1. Which of our corporate initiatives does this investment support?
  2. What is the ROI and over what time period?
  3. Why do it now?

Build on these 4 initiatives

Find a way to align RFP software to a stated business imperative. Anything relating to revenue or margin impact is good thing, like the following:

Proposal value isn’t always obvious to an organization’s stakeholders. Aligning it with your business imperatives makes it harder for stakeholders to ignore the fact that response management is an essential cog in your sales lifecycle.

Cut to the chase: ROI in less than 2 months*

One of our more impressive recent data points is that Crownpeak saw a 5-6x ROI after using RFPIO for just a few months. If your bosses hang their hats on ROI, then don’t hold back. Calculate your ROI here to include an estimate in your pitch to your bosses.

Efficiency is going to be your primary ROI metric. With RFPIO, organizations increase response management efficiency by 40%, on average. Broken down by role, we are currently seeing the following:

  • 63% of salespeople said RFPIO enables them to automate their process, so they can make time to pursue new business with RFPs.
  • 71% of marketers said RFPIO helps them centralize company content for easy access.
  • Subject Matter Experts (SME) gained back 39% of their daily hours with RFPIO.

RFPIO doubles as a knowledge management tool, which will increase proposal production for sales and reduce the burden on SMEs from legal, IT, security, procurement, contracts and other departments that typically contribute to responses. It’s a cost-effective method to give everyone at your organization access to your answer library, while also empowering your proposal team to do more.

*On average, based on verified customer reviews collected on G2.

ROI calculator

See How Much You Can Save With RFPIO

Why do we need RFP software now?

For you, it’s about leveling the playing field. Harking back to my earlier reference of an RFP where five proposals are delivered and three of them likely have relationships with the RFP issuer…In this case, at least one of the vendors that responds will be using RFP software. They will have completed up to 70% of the RFP using automated features, which means they can put 100% effort on the remaining 30%. How likely are you to win any race when you give your competitors a 70% head start? (Flipside bonus you’ll want to call out to your bosses: On the off chance that you’re the only one using RFP software, then you will have a 70% head start!)

For your bosses, it’s about showing accountability to their commitment to success. If sales is the lifeblood of your business, then a fine-tuned RFP process will be as valuable as a multifunctional CRM, an integrated marketing strategy, a highly responsive customer service system, or any other support system that is already included in your budget.

But are proposals really that important?

YES!

The most common pushback you may need to address is that a proposal is just one part of a complex and lengthy sales process. That is true, and the best proposal in the world will not win you the deal on the spot. But a poor proposal will likely cause doubt in the issuer’s mind. At best, this will extend the sales cycle. At worst, you lose the deal.

A good proposal provides the opportunity to encapsulate everything you have learned during the sales process. RFP issuers never say they’re hemorrhaging clients or cash or taking a beating from their competitors, even though you understand that’s probably why they’re issuing the RFP.

The proposal is your opportunity to document how well you understand the issuer’s underlying needs or pains. You can do it passively (“We help with client retention by…” or “We’ve helped X clients increase revenue by X%…” or “3 out of 4 industry leaders rely on us to….”), but stating your solution to an unspoken problem validates your expertise. Ultimately, that’s exactly why they should choose to work with you.

And the only way to communicate that information to all stakeholders involved in the decision is through your response to the RFP.

Ready your pitch for RFP software

Twenty years ago, I expected RFPs to go the way of the dodo. Because of the Internet, you see. I thought that any generic information an issuer would need about a company could be found on the Internet. I was wrong. RFPs didn’t go away.

The way companies select vendors based on RFP responses is what changed. Out went the single decision maker, in came the decision by committee. The proposal management market is booming ($3.1B by 2024) and RFPIO has more than 1,000 customers only three years after signing its first.

RFPs have grown in complexity and require more customized responses. Part of a response is cookie cutter (another reason you need response management software), but the part of the response that requires more customization to explain your value—the part that shows you an issuer wants to deal rather than just kick the tires—is the part that you need to spend the most time on.

If you see any variation of this question, then you know the issuer is serious and in need of innovation: “What can your company offer that others cannot?

Want help prepping your RFP software pitch to your boss? We can help. Schedule a demo to get started.

Improve sales contract management with RFP Software

Improve sales contract management with RFP Software

If sales is the rock and legal is the hard place, then you’ll often find sales contract management stuck right in the middle. The constant dilemma of the sales contract manager is, “How can we propose redlines that make legal happy and mitigate business risk, but still get sales contracts done efficiently?” There are two common approaches to dealing with this dilemma.

One, you can manually execute contract management through a hodgepodge of emails, spreadsheets, document versions, and pleas for responses ASAP. This exposes your process to a host of issues, including:

  • Lack of continuity or redundancy in the contract review process.
  • Significant differences in the redlines proposed by contract management staff.
  • Disparate systems and processes to manage sales contract terms between departments.
  • Too many contracts at different stages to effectively track.
  • Missed renewal opportunities.
  • Misfiled or lost versions.
  • Reused contract language that is no longer accurate or is out of date.
  • Easily lost tribal knowledge about preferred redline responses.
  • Lost time waiting on SME feedback for specific clauses or Exhibits.
  • Inflexibility in negotiations due to fear of swamping a deal in the contract morass.

Two, you can use RFP software that will bring together the parties involved in contract review and will create consistency in redlining through a knowledge repository of legal-approved contract language. This certainly shuts down the issues that arise from the standard email process, but it opens you up to the expense of a new platform. Small to midsize businesses will need to evaluate whether they create enough contracts to justify the ROI. Organizations that derive their revenue predominantly from requests for proposals (RFPs) may want to consider another option: Using RFP software to augment contract management.

How can RFP software improve sales contract management?

Throughout my contract management career, I’ve learned that there’s a wide variance in how companies structure their contract management departments. Some are embedded in legal, some in sales or business operations. Others oversee multiple functions such as procurement, sales and RFP responses. And then there are the lone wolf departments — sometimes operated by a team of one — that focus only on contracts but depend on all other departments to contribute.

In any one of those situations, the contract management process can benefit from knowledge management capabilities in RFP software. At RFPIO, my team uses our Answer Library to manage contract content and various redlining playbook language. It gives us access to pre-approved content that my team needs to complete sales contracts without having to unduly burden any other departments. We utilize a private collection in the system as a contract language repository. It increases efficiency for legal, sales, contracts, and other subject matter experts (SMEs) whom we rely on for contract management. It also helps me train new team members in a consistent review process and helps reduce the likelihood of brain drain if a member of the team leaves.

A simple process

Your RFPIO Answer Library can serve the same function for contract language management as it does for RFP responses. But instead of using it as a hub for Q&A pairs you need for an RFP, use it as a hub for contract clauses that have been approved by legal or any applicable content from an SME. Other than that, just like for RFPs, you can use it for interdepartmental communication, and it will all be enhanced by an intelligent recommendation engine.

Start by approaching legal with the clauses that get the most pushback from customers. These are the clauses that require more customization. The same ones you have to email over and over again to legal and wait too long for a response. After these clauses are in the Answer Library, contract management staff can reduce the content that legal needs to review (and in an iterative process, new language provided by legal can be added to the Answer Library to minimize the back and forth even further!).

Create a collection that’s only accessible to the contracts and legal teams. Cordon it off so only your team can see it and maintain version control. For example, you may want to set up a “change to governing law” section. Then you can have the legally approved clause applicable to Delaware or Idaho or California or Alpha Centauri. Do the same for clauses relating to payment terms, auto renewal, notice periods, limitation of liability, warranties, and indemnification; the same applies for certificates of insurance (COIs) exhibits, data privacy agreements (DPAs), SLA response times, or whatever else appears in your contracts.

Preserve lawyers’ more expensive time

Debate value of different positions all you like. The fact is that the average lawyer will be more expensive for your company than the average salesperson, contract administrator, or proposal manager.

Also, legal likely has many other priorities that require their time, which means that addressing sales contracts will not be as important as it is to sales. With your Answer Library in place, you can retain up-to-date, legal-approved content that is easily accessible by the entire contracting team, minimizing the sales contract review time for lawyers. Showing legal that you respect their time will also go a long way toward getting faster turnarounds for non-standard contract language.

Make sales look good

One of the most frustrating responses you have to provide to a salesperson is, “We’re still waiting on legal.” It impacts that person’s commission, endangers their deal, and causes unnecessary interdepartmental friction.

Avoid the big time suck of sending every contract to a lawyer by using the approved clauses in your Answer Library. Sales can work faster, and they can also work smarter. Eliminating the fear of avoidance frees them up to be more flexible in their negotiations. It’s easier for salespeople to cater to prospect and customer needs if they know their contract changes won’t bog down negotiations.

Increase value of your contracts team

With an Answer Library chock full of legally approved clauses and communication features that help track a project, the contracts team now has the ability to view an entire project and see what has already been answered. This can be a blind spot for many contract managers, especially if the contract team is separate from a proposal team. Now a contract administrator who can see what’s already been answered in a questionnaire or pre-RFP response doesn’t have to search around in the project’s history or shared file or email chain.

Contract teams deal with subject-matter-experts other than legal, too. Procurement may need to add customers as additional insureds to the COI. IT and/ or IS will need to weigh in on the DPA and SLA information, and Operations may be needed for product information, quantity commitments and timeline obligations. Have the pre-approved contract language set aside for access only by your contracts team and a system where SMEs can quickly review instead of create. “Is this the right clause?” requires a “yes” or “no,” whereas, “Please provide the most recent insurance verbiage,” requires more of a time commitment.

Finally, with a knowledge management system in place, you can focus contract team training on how to use discretion within the system and how to chase down only the non-standard answers.

Emerge from between the rock and hard place

Knowledge management with a solution such as the RFPIO Answer Library alleviates pressure between departments in the contract review process and allows each department to specialize: sales on generating revenue; legal on compliance; and contracts on contracts.

Schedule a demo today to learn more about RFPIO Answer Library.

Reinvest time saved from a high-powered RFP process

Reinvest time saved from a high-powered RFP process

Whether it’s RFPIO or another RFP automation solution, the reason your company initially invests is to accelerate your RFP process. Sarah Ellerman, leader of proposal teams at Salesforce and an RFPIO customer, put it this way: “It’s kind of like in The Walking Dead, [RFPs] just keep coming. You can easily take care of each one. On The Walking Dead, they’re like, ‘OK, I’ll grab that one,’ and ‘OK, I got this one,’ but you start to get in trouble when there’s more and more and more. That’s the stage we were at when we knew that we needed an RFP automation tool.”

After you accelerate your RFP process, what will you do with all of your time dividends? Did Apple hit a trillion-dollar valuation by cashing out every year and implementing a 20-hour work week? Not if Apple Park is any indication.

If you want to disrupt like Apple, then you need to reinvest like Apple. As it pertains to your RFP process, reinvest time dividends to realize long-term growth in content quality, workflow efficiency, and proposal team job satisfaction, and do more than just fend off RFPs.

According to Ellerman, by reinvesting time saved using RFP automation software, you can expect the following outcomes:

  1. Better Deliverables: Finish more RFPs with better-quality content. Proposals can include images, up-to-date contact, all new products and services, and can be output as a beautiful package that will get you up-leveled to win the deal.
  2. Engaged Employees: By spending more time on training proposal team employees and subject matter experts (SMEs) on RFP best practices and products, you’ll have happier teams working in a collaborative environment.
  3. Data-Driven Decisions: When decisions can be made based on data instead of hunches, it leads to more credibility with leaders, especially when an uptick in RFP success coincides with the onboarding of your RFP automation software.

And how should you go about disrupting your RFP program? In this article, you’ll learn how to:

  • Invest in Content
  • Enrich with Context
  • Elevate your People

Invest in content: Use automation to advance your content management system

Curate Content: Continually add and edit content to make it as relevant as possible. Make it pretty. Add images, bullets, and attachments to make it look as professional and polished as possible.

Optimize for Automation: Address proposal team fears that software will be taking over their roles (it’s not; their expertise, credibility and consultative skills will always be necessary). Also clarify with leaders that robots are not in charge of RFPs. Success is still team driven. RFP automation software helps you complete more RFPs more accurately, but it’s not an AI infiltrator.

Also, the proposal team and management need to understand that automation takes time. The software will need help to learn. For example, different RFPs will ask the same question in many different ways. As part of the workflow, team members need to recognize that an answer already exists for a question if it’s being asked with different verbiage. Take the step to add the new verbiage to the Answer Library (essentially clicking two or three buttons) to help the system learn and enrich search functionality.

Speak Your Customer’s Languages: With legacy approaches to RFP responses, teams may have relied on siloed systems (aka, multiple Excel docs or tabs) to translate RFP responses from English into other languages. Lots of problems here. Content in other languages may not be as up to date. Increased globalization sees many more companies in need of multilingual capabilities. International proposal teams may feel overlooked if the content in their language is out of date and requires more time and effort than their English-language counterparts. RFPIO has multilingual capabilities so that updating content in one language actually updates it in every language.

Enrich with context: Integrate your RFP process with your existing tech stack

Examine Your Integrations: Whether you use Google Drive, Salesforce, Slack, or other tools that you want integrated with your RFPIO solution, set it up at implementation. RFPIO already has integrations set up with many of these tools. It’s just a matter of customizing it for you.

Explore the APIs: RFPIO offers custom integrations with your projects and answer library. With RFPIO’s Project API, you can connect your project data to a BI tool such as Tableau and execute even more complex reporting than you may have been able to do with your CRM integration. Our Answer Library API allows you to hook it up to a homegrown CSM system or other software. APIs are yet another option to embed RFPIO into your existing systems so convincingly that both your responses and your team’s engagement with the process will be enriched.

Reinvent/Reimagine Metrics: Time isn’t the only metric you can use to determine success, but it’s a primary driver for most companies investing in RFP software. Tracking how much time each contributor spends on an RFP is a key metric to resource allocation. Without RFP automation software, you have to rely on manual reporting. Not that people purposely misrepresent how much time they spend on a proposal, but with everyone multitasking, stepping away for meetings, or contributing to multiple responses, manual reporting results in under- or over-reporting hours spent. RFPIO automates time tracking so you can eliminate any manual bias and have a single source of truth when it comes to resource allocation.

Elevate your people: Make collaboration as easy as possible

Build a Culture of Collaboration: How do you find the happy medium between abandoning a team member to work alone and forcing every team member to be exposed to every issue? According to Ellerman, her teams at Salesforce had the most success in RFPIO when they “buddied up.” These smaller teams are able to help each other through challenges, create a standard of accountability, and work faster than solo practitioners or large teams.

Refresh Your Team’s Mission Statement: With RFPIO on board, your old mission statement of, “We save the company time by answering questionnaires,” will be out of date. Set up a team lunch to discuss all that your team does for the company post-RFPIO implementation, including everything from communication to efficiency to increasing revenue. A team with a bigger mission will feel compelled to make a greater contribution to the company.

Redefine Team Personas: Not everyone is an “answerer” anymore. Content will need to be updated. Training and enablement will need to be expanded. Give team members an opportunity to deepen and specialize. While everyone may be involved in answering an RFP, primary roles may change to focus on content or training or leadership. Examine what the organization needs and what employees want to do, then identify how to mesh the two together with new capabilities afforded by RFPIO. Everyone will be happier with a job persona that fits.

Scaling: How can you unleash RFPIO on your organization? Get more people involved than just RFP staff. Salespeople and engineers who start recognizing the benefits of RFPIO will want to get involved to accelerate business development or strengthen content being used for answers.

Certifications: Certifications command respect. Start with APMP Certification, offering the world’s first, best and only industry-recognized certification program for professionals working in a bid and proposal environment. With this level of recognition and expertise, your RFP team can be unstoppable!

Do more with less with RFP software

Whether you’re dealing with a headcount freeze, budgetary constraints, or leaders who want results faster than ever, RFPIO will help you do more with less. How will you reinvest the proceeds of a fine-tuned RFP process?

Why you need the ultimate library for your RFP responses

Why you need the ultimate library for your RFP responses

People from unique business units respond to RFPs, and only a select few have “RFP management” listed in their job descriptions. Because various content contributors must band together to create quality responses, this content must be centralized and accessible.

In reality, response content is scattered across spreadsheets, Google Drive folders, or perhaps a content management system. The result of a disjointed RFP response process is apparent in these survey responses about top challenges:

  • 43% of SMEs are spending too much time on RFP responses.
  • 50% of proposal managers can’t keep content up-to-date and accurate.
  • 43% of marketers are wearing too many hats and don’t have time for RFPs.
  • 68% of salespeople struggle with focusing on sales-related activities.

So, what is the secret to more efficient RFP content management? You need the ultimate answer library for your RFP responses.

It’s time to address your RFP content production cycle

With the high number of RFPs you’re responding to, you know you don’t want to start from scratch with each response. It will only be more time lost when you don’t have any to spare.

Perhaps your response management team has already recognized the importance of having an answer library, but the best they could come up with is a workaround. Keeping up with a spreadsheet database is practically a job on its own and searchability isn’t the best. And, how can you begin to keep graphics or supporting attachments organized?

38% of content marketers said the production of content was by far their biggest challenge. Even if you are not a marketer, you are undeniably a content creator if you respond to RFPs. The same content creation challenges ring true in the response process.

Your RFP content production cycle should include an easy way to:

  • Find content.
  • Create content.
  • Customize content.
  • Review content.
  • Format content.
  • Audit content.

RFP software is a dedicated solution that provides a robust, collaborative answer library to meet all of your RFP response needs. Best of all? It’s easy to use.

What to expect from the ultimate RFP answer library

We’ll admit…the word “ultimate” gets thrown around a lot in the business world. But, when you modernize your RFP response process with RFP software, you truly have the ultimate RFP answer library at your disposal.

Because you are working within a dedicated solution for responders—rather than a system of workarounds—you’ll enjoy many benefits that positively impact your RFP content lifecycle.

Store marketing-approved content in one place

Most marketing departments are in charge of approving content for RFP responses. Your answer library serves as a centralized location for marketing approved content to keep the RFP process moving forward smoothly. When approved content is sitting in an email or Excel, it can easily slip through the cracks and delay progress.

Stitch quality content together quickly

An RFP software answer library gives you an option to browse various responses for a similar question in historical RFPs. Quickly stitch together high-quality responses to customize your response for a better chance of closing the deal. It’s never one-size-fits-all for RFP responses, so it’s important to have that level of control over your content.

Organize your answer library to easily find content

The key to an organized answer library is using tags—something you would be hard-pressed to pull off in a spreadsheet. Tags might include: security, architecture, pricing, customer references, terms and conditions. Narrowing down your response content hunt with effective tagging makes searching highly targeted and efficient for your team.

Automate response content and customize

How great would it be if an answer was already generated for you in your answer library? Going the extra mile, a recommendation engine takes searching out of the equation entirely—a lot like the auto-suggest features you’re familiar with in other search platforms or email solutions. And you’re never stuck with the recommended answer, because you have the power to customize it.

Optimize responses with content audits

Your answer library is a living breathing resource, and there are times when it needs a cleanup or refresh. Having a workflow option where the system periodically sends out a friendly content audit reminder to content owners will help everyone stay on top of RFP responses, so they are always relevant and optimized.

89% love having a centralized answer library

Whenever we ask responders about their favorite RFPIO feature, the answer library is consistently the top choice. 89% of responders love having a centralized answer library, because they have unmatched abilities when it comes to storing, organizing, and accessing responses—especially when compared to a previous manual process.

As the Manager of Sales Solution Architects at LexisNexis, Jeff Skott achieved content management mastery and reduced his response time by 25-30%. Watch the video to learn how Jeff gained these superpowers after transforming his answer library.

Why RFP software is every responder’s solution of choice

Why RFP software is every responder’s solution of choice

Responders like you add tremendous value to your organization’s sales process. Your team’s collective knowledge is what makes RFP responses great…and what helps win deals.

When an RFP is afoot, your response management team likely experiences a mixture of emotions. Some are excited about the big opportunity and others are running for the hills. Everyone understands that collaborative content ultimately helps the organization succeed, but that content takes time to create.

High-performing organizations maximize the time of all their resources by turning to all-in-one technology platforms. RFP software has become the solution of choice for responders. Let’s look under the hood at the ways RFPIO supports your response process and frees up your valuable time.

Clear up your process with centralized RFP responses

43% of subject matter experts said their top challenge was spending too much time on RFP responses. 68% of salespeople struggle with focusing on sales activities. 43% of marketers feel they do not have time for extra projects. 50% of proposal managers said keeping up with response content is their biggest challenge.

Much of this “lost time” feeling with responders is spent chasing down previously answered RFP questions. Your RFP response process should be like a road sign—obvious and direct. RFP response software champions a clear process with its core feature: a centralized library with built-in content automation capabilities.

RFP responses are stored in the answer library, so all responders have quick access. This eliminates Q&A déjà-vu—all responders have to do is answer a question once. From that point forward, draw from previous content with each subsequent RFP and customize as needed.

Since the proposal manager also has quick access to answer library content, they easily fill in responses before assigning questions or sections to subject matter experts. All that’s required of SMEs is a simple “yay” or “nay” approval.

Across departments, everyone saves time when response content is automated, allowing your team to recapture hours spent hunting for RFP responses to focus instead on other high-value work.

RFP language translation assists global teams

Multi-lingual teams need RFP response software that builds bridges across language roadblocks. RFPIO’s language translation capabilities are designed for global teams, allowing your organization to enjoy authentic communication internally and with customers.

Within RFPIO, all you do is:

  • Click on the Q&A pair that needs to be translated.
  • In the “source language” drop-down, select the current language of the Q&A pair.
  • In the “target language” drop-down, select the language you want the Q&A pair to be translated into.
  • Click “translate” after that and you’re all set.
  • Bonus: Save translated content for future use.

Clarification needs are much more challenging when you speak a different language than your proposal management team or your customers and prospects. RFPIO’s translation tool helps your team translate response content into many different languages to improve global communication.

Everyone uses one solution for efficient content creation

Responders at your organization represent a vast ocean of talent. That’s why RFP response software like RFPIO supports an infinite sea of users (aka unlimited user licenses).

To create compelling and accurate RFP responses, multiple responders across the organization must be involved. Having unlimited user licenses means large collaborative teams get involved to efficiently craft the best possible content. Resource needs are divvied up in the response process, protecting resources so contributors never feel overwhelmed by too many RFP responsibilities.

Since everyone is using the same solution, the response process becomes more systematic and protected. For example, if down the road, a proposal manager or SME transitions out of a role or moves on to another job opportunity, a rich answer library is left behind for the rest of the response management team.

Flexible and adaptive to support how you work best

When RFP response software is married to a streamlined process, your team experiences across-the-board efficiencies. Since RFPIO is easy to get off the ground, you can be up and running within a week and see immediate improvements.

Navigate the answer library with ease

RFPIO’s user-friendly tagging and search capabilities allow your team to file away your content to be retrieved later at the drop of a hat. Tag content based on author, topic, language, vertical—or any other tags your team uses to organize the answer library.

Up-to-date knowledge base

Since your content is centralized in the answer library, it’s easy to update RFP responses so your team always finds the most current company information. Pre-scheduled content audit cycles help you stay on top of your content as well.

AI-powered answer recommendations

RFPIO’s recommendation engine is powered by artificial intelligence, automatically delivering the most relevant content in seconds. Automation eliminates the way your response team used to work, repeating content creation unnecessarily. Now key subject matter experts can focus on fact-checking and customization to increase the impact of your response content.

RFPIO is the solution of choice for thousands of responders. See why RFPIO is the best solution for you too.

RFP automation: 14 tasks you can automate with RFPIO

RFP automation: 14 tasks you can automate with RFPIO

Talented people like yourself should spend your brainpower on strategizing, creating, and solving problems. Instead, many of us are spending too much time on tasks that can easily be automated.

As a subject matter expert (SME), your knowledge is forever in demand for your primary job responsibilities and the many other document requests that come from your team—like RFPs, DDQs, sales proposals, and security questionnaires.

You’re doing the best job that you can, but you have an inkling that there is a better way to do that job. If you investigate your RFP response process, two not-so-subtle clues will tell you when it’s time to take action and fix it:

  • Clue #1: You collaborate with proposal managers via back-and-forth emails and in-person meetings.
  • Clue #2: Your response content is lost inside a dark maze of document folders and spreadsheets.

Proposal automation tools are a packaged deal that includes project management and content management capabilities. To fix your response process, you need to automate it.

All the response management tasks you can automate

You may be thinking…doesn’t automation primarily affect low-skill, low-wage roles? Research shows that even the highest-paid occupations have a substantial amount of tasks that can be automated.

It turns out that 45% of the activities individuals perform every day can be automated by adapting currently demonstrated technologies—like, ahem…RFP automation software. This is how RFPIO automates your process to save you precious minutes and hours that add up over time.

1. Receive email notifications for assigned questions.

When it’s time for you to be involved in a new RFP project, RFPIO ships off an automated email as soon as your project manager assigns questions for you to answer. No more guesswork means you know what your involvement is from the beginning.

2. Use the auto-response feature when you respond.

The auto-response feature is a crowd favorite for SMEs. Since content is already on-hand in your answer library, use auto-response to quickly fill in relevant content from past responses.

3. Send notifications when questions are completed.

As soon as you mark a question completed, RFPIO sends an automatic notification to your project manager or a predetermined reviewer. Now you don’t need to send all of those manual updates and your project manager easily tracks your progress.

4. Raise clarifications within the appropriate question or section.

From time to time, you request clarifications from the issuer or your project manager. When the clarifications are received, these requests are imported and automatically reflected within the appropriate question.

5. Collaborate easily with your colleagues.

You don’t always have the answer, but you know a colleague who does. Simply post a comment within a question and the collaborator receives a notification. The collaborator’s response auto-populates right into RFPIO.

6. Collaborate seamlessly with third-party vendors.

All collaborators are welcome inside RFPIO, even when they are third-party vendors. Assign a guest user to collaborate on a question or section. Their response from an email portal automatically syncs within RFPIO.

7. Find content that lives in your answer library.

Where’s the content? Right at your fingertips in a searchable content repository. RFPIO’s recommendation engine searches through the answer library and provides recommended content within the project/question view.

8. Receive notifications to review questions.

Since your expertise is so valuable in the response process, you review content all the time—yet another task you need to automate. As soon as an assigned author finishes their response, you are automatically notified when the content is ready for review.

9. Send notifications when you’re finished reviewing.

After you review the response content, other team members are next in line for review and approval. As soon as you’re finished reviewing, the next reviewer receives an automatic notification. No need to “play telephone” anymore.

10. Keep track of content ownership responsibilities.

Specific content in the answer library will fall under your area of expertise, making you the proud owner of these responses. As soon as a project manager assigns you as an owner, you get an automatic alert.

11. Receive cyclical content audit reminders.

Whether you audit your content monthly, quarterly, or annually, being prompted by an email reminder is much easier than manual reminders. Set up a content audit schedule of your choosing. RFPIO automatically resets the review cycle from that point forward at your chosen schedule.

12. Import new content into the answer library quickly.

When new, updated content surfaces, you need to add it into the answer library quickly so you and your team have immediate access. RFPIO’s import functionality adds new content, with little configuration on your part.

13. Manage duplicates effectively with reporting.

You’re ready to cull your answer library and all you need to do is run the duplicate report. RFPIO automatically manages content duplicates so you clean up your response content with minimal effort.

14. Analyze your content with dynamic reporting.

The answer library report is a dynamic report that allows you to analyze your content. Instead of remembering data or drilling down to look at your data, click on this dynamic report and dive right into your content data. Now you have everything you need to be proactive with responses that fall under your domain.

A lot of the tasks you’re doing today can be handled with RFP automation. Check out how RFPIO automates and revolutionizes your process.

How intelligent RFP search saves valuable time for salespeople

How intelligent RFP search saves valuable time for salespeople

Sales enablement tools have become a household name. It’s no longer a question of whether or not your team needs these tools. It’s a question of how to use these tools effectively throughout every aspect of the sales cycle.

20% of lost deals are caused by internal complexity within sales organizations, according to Gartner. One of the biggest obstacles for sales teams to overcome involves their longtime manual process of responding to RFPs.

Searching for ways to protect the time of your sales team? Look no further than RFP software. This sales enablement solution offers intelligent RFP search so you can optimize your responses and your resources.

The high cost of searching manually for RFP responses

Finding response content is a top challenge for busy teams. Every day salespeople spend valuable time hunting around spreadsheets, docs, folders, and emails for response content. This manual RFP response process is costing organizations from both a time and resource perspective.

Let’s say your team responds to 50 RFPs annually. By bringing in a sales enablement tool like RFP software, you can automate many of the tasks your team completes manually today. Annual savings would amount to nearly $57,600 or 480 hours. Much of that effort is being spent searching for previous RFP response content.

If you put your own numbers into our ROI calculator, in seconds you will see how much your sales organization would save through RFP automation.

RFP software is a dedicated sales enablement tool for responders. The solution addresses the common challenge of content accessibility by delivering intelligent RFP search functionality. When you quickly find the content you need, your most valuable resources will save time and be able to focus on other priorities.

RFPIO search commands that save valuable time

An easy way to understand search capabilities within a solution like RFPIO is to think about the way you use Google to find information. The majority of Google searches involve a simple phrase or question. But, did you know there are handy search commands you can use to find specific information even faster?

Called search operators (aka search commands or advanced operators), these special characters and commands extend the capabilities of ordinary text searches. Typically, search operators are used by more advanced Google users—like SEO experts.

With RFP software, search commands are very often underutilized. Because we know just how valuable your time is, here are several RFPIO search commands that will help you better optimize your searches during the RFP response process.

1. Combination search

Combination search is the most commonly used search command by RFPIO users. This search allows you to find response content using a combination of terms—you can have either/or, both, or exclusions.

Let’s say you search for multiple keywords, such as “technical” and “architecture.” Use these all-caps search commands and RFPIO will serve up the most relevant responses from your RFP answer library:

  • OR – technical OR architecture
  • AND – technical AND architecture
  • NOT – technical NOT architecture

2. Phrase search

The second most commonly used search command is phrase search. This command is simply where you add quotations around a specific phrase you want to find in your answer library response content.

The search command would look like this:

  • “technical architecture”

“Technical” might be the first word and “architecture” might be the twentieth word. Phrase search automatically pulls these words together to find entire RFP response sections with these two words.

3. Proximity search

Now we get into search commands that are rarely used—with the exception of advanced RFPIO users. Proximity search is similar to phrase search, except that you get even more specific about the proximity or distance between words.

The search command would look like this:

  • “technical architecture”~5

In this search command example, the ~5 means that “technical” and “architecture” are no more than 5 words away from each other. If there are too many words in between the searched keywords, the response would not show up.

4. Stemming

Perhaps one of the most frustrating things in a Word or Google doc is not automatically finding different variations after searching for a root word. In RFPIO, stemming is a default search functionality that shows documents with variations on a root word.

If you search for “correspond,” you will find documents that also include word variations, such as “correspondence” and “corresponding.” Stemming search technology makes finding related words much easier.

The search command would look like this:

  • “correspond”

…and, that’s all you have to do. Since this is a default search setting, RFPIO will show documents that contain the root word and any word variations.

5. Faceted (or filter) search

Faceted (or filter) search is something you already use when you’re shopping on Amazon. For filtering, you might use the sidebar to filter by ratings of 4 stars and above. Faceting is similar to filtering. On Amazon, it asks you if you want to see products by brand (Apple, Sony, etc.)

The search command involves:

  • Check boxes to filter.

In RFPIO, a faceted/filter search will help you get the best RFP response based on your selected filters. As long as you properly organize your answer library responses by collections, tags, project names, owners, admins, and other customizable categories, simply drill down to find hyper-specific content.

6. Star ratings

Your star content is your team’s favorite RFP response content—these responses are rated manually by your team and/or chosen by the common usage of the content (i.e. responses used more than 5 times).

The search command involves:

  • Sort by star rating.

Sorting by star rating, such as 3 stars and above, means you can find the cream of the crop through a quick selection.

Internal complexity within your sales organization will only keep you from reaching annual objectives. Sales enablement tools like RFPIO support you and your team throughout the sales cycle. Modernize, automate, and simplify…then, nothing will stand in your way when a big opportunity comes along.

Engage your proposal team with the right collaboration tools

Engage your proposal team with the right collaboration tools

This is the fourth and final post in our series #StayConnected, introducing tips, tricks, tools, and features that help teams complete proposals quickly and efficiently, even when they’re not sharing a physical space.

Check out our previous posts here: Keep Your Proposal Team Focused With These 5 Project Management Features, How an Effective Content Management System Keeps Your Remote Team Productive, Refine Your RFP Process to Keep Your Multilingual Team Connected.

Proposal teams know better than anyone that complex questionnaires like bids, tenders, and RFPs are one of the most collaborative projects an organization undertakes. A single RFP can require input from dozens of individuals across an organization.

So how do you facilitate collaboration across such a complex team?

After asking several successful proposal managers about their workflow, we determined highly collaborative proposal teams do four key things:

1) Clarify roles and responsibilities
2) Simplify communication
3) Enable team members to work in tandem, and
4) Streamline the review and approval process.

Read on to learn more about how successful proposal teams are improving collaboration across their team, wherever in the world they might be.

Clarify roles and responsibilities using project management tools

Before implementing proposal automation software, many proposal teams told us they used to assign tasks using a color-code system within a static document, like a Word Document or Excel Spreadsheet. In this system, SMEs and other team members would be responsible for responding to questions in a certain color.

As one can imagine, this system resulted in people responding to questions that didn’t belong to them, responding to some (but not all) of their assigned questions, or ignoring the email altogether.

That’s why clarifying roles and responsibilities using project management tools is instrumental in streamlining collaboration.

Proposal managers that use RFPIO will upload the questionnaire onto the platform, break the project into bite-sized chunks, and assign sections to each of their team members.

Each team member will only see their assigned, uncompleted tasks on their personal dashboard. As they mark tasks “complete”, they will disappear from their dashboard—leaving no room for confusion about which tasks they’re responsible for and what they have left to do.

Simplify communication by bringing your team on a single platform

The harder it is to communicate with your colleagues, the more difficult it is to collaborate.

If your team is working within a Word Document, what happens when a team member needs help on a given question?

They may paste the question into an email to their colleague. Or perhaps they’ll give them a call, or search through their email inbox or previous documents to see if they can find the answer there.

Using RFPIO, you can @-mention the person whose help they need, without leaving the app. That person will then receive a notification according to their preference—either in-app, via email or on their third-party collaboration tool of choice (i.e. Slack, Microsoft Teams, or Google Hangouts).

They can then respond to your question directly from their communication platform of choice—be it email, Slack, Teams, or Hangouts—and their answer will populate in the RFPIO app.

Successful proposal teams can also use RFPIO to access their organization’s content management system directly from third-party collaboration tools they’re already using. In a few clicks of a button, they can find information about anything you have stored in your content library—from the most up-to-date company description to next quarter’s product roadmap.

Work together in real-time with collaborative editing

Your team has just gotten all the answers back from your SMEs, which means you can start working on polishing the answers.

You and the other proposal writer on your team decide to break up the work: you’ll take questions 25-50 and they’ll take 50-75.

You spend the next two hours rewriting sentences, strengthening value statements, and switching out words. As you finish up question 50, you send your colleague your questions so they can compile them all into the same document.

Your colleague responds immediately, “I thought I was doing questions 25-50….”

Ooph.

Proposal managers have told us breaking down silos between team members is one of the most important aspects to a collaborative RFP process—and a big part of that is creating real-time visibility into who’s working on projects.

That’s where concurrent editing comes into play. With concurrent editing, your team can see who’s editing a question, in real-time.

Not only does this help avoid repeat work, it also reduces the amount of time it takes to finalize a document or project and eliminates the typical back-and-forth of the review process—bringing your team closer together and making sure proposals get in on time.

“RFPIO provides a sense of community because we are beginning to work all in one place and can communicate with each other by sending comments back-and-forth. It’s bringing our RFP writers closer to both the subject matter experts and also the salespeople.”

-Patti Passow, Senior Proposal Specialist, 

Illuminate Education

Streamline the approval process with automated review

You’ve finished polishing your content and you’re ready to send it off for review.

But anyone who has tried to gather approvals knows how it feels when you’re waiting on an approval hours before the RFP is due—which is why simplifying the review process is key to smooth collaboration and a successful RFP process.

When you use proposal automation, you can streamline the approval process by setting up an automated review cycle. As soon as questions are ready for review, they are kicked over to the next person in your review cycle—for example, your legal team. As soon as your legal team reviews and approves, the software will automatically pass it on to your leadership for final approval.

Your legal team and leadership can review and approve content as they are ready. This means that you’re not overwhelming your reviewers with hundreds of questions last minute—and you can say good-bye to late nights and last-minute revisions.


While the general perception of remote teams is that they are divided, disconnected, and fragmented, the reality is much more optimistic. Luckily, teams, remote or otherwise, are as strong as the systems and collaboration tools that hold them together. Click here to learn more about how RFPIO’s in-app collaboration tools can help your team stay connected and focused.

Navigate RFP response software implementation with these tactics

Navigate RFP response software implementation with these tactics

By now, you realize the best approach to managing RFPs is to treat them like a project. You know the challenges of the RFP response process backward and forward—the import/export formatting issues, collaborative bottlenecks, and information silos. Now it’s time for a better framework.

RFP response software is the answer. But how will you implement this transformative change?

With any big change, an organization will experience growing pains. You know the change is worth it. But you need a strategy to get everyone on board, along with a roadmap for continued success. Let’s explore several tactics for navigating RFP response software implementation.

Start smart: Early implementation and your answer library

Implementing new technology is tough. Platform functionality is intricate, the learning curve is steep, and many team members are change-resistant. The goal is to protect time and resources, so RFP response software implementation is a positive experience from day one.

Plan implementation carefully

Make implementation a priority and stick to the schedule. Consider every detail and construct a sensible timeline. After you have devised a roll-out plan, begin implementation as soon as possible. You want to give your team plenty of time to feel comfortable and confident before using RFP response software on a pressing RFP project.

Prepare your content foundation

A well-constructed answer library is the foundation of successful RFP software implementation. Quick access to accurate information saves time and enhances collaboration. Focus your energy on the RFP answer library set up before the official roll-out. Ensure optimum quantity and quality of responses, and use an effective tagging strategy.

Let technology do the heavy lifting

You’ll gain tons of efficiency within the first few months of implementation…as long as you let RFP response software do the heavy lifting. Import long-winded RFPs and complex security questionnaires to populate your answer library. Allow the system to load and automate your response content. All you have to do is organize and refine after that.

Collaborate: Team buy-in, training, and mentorship

Make RFP response software integral to your team’s process. Get team buy-in early so everyone is collaborating happily on the new platform. Encourage salespeople to communicate with marketing through this great new tool.

Keep people accountable and assess any training needs. Have the sales team, for example, complete a short check-box form to answer these questions:

  • Is this RFP, RFI, or security questionnaire in the platform?
  • Have you been trained on the tool?

Getting your team trained—and consistently using a solution like RFPIO for responding to all business queries—is the name of the game.

Onboard newer, less-experienced team members early. They’ll be the most receptive to using a new solution that makes their job easier, so this is a great strategy for promoting change throughout your organization.

Implement a mentorship process to phase your response management team into using the tool independently. With RFPIO’s unlimited licensing model, you can create a “test” account for your team to practice in before going live. Consider requiring “certification” before granting live access to ensure quality control once people are unleashed in the solution.

Stay the course: Ongoing success with RFP response software

Once everyone is using RFP response software consistently, you’ll need to keep the ball rolling. Make the effort to continue getting buy-in from your team and win over anyone resistant to change.

Share team success stories

The best way to sell the solution is by showing how it works. Publish a weekly newsletter with real-world success stories everyone can relate to. Highlight time-savings, increased sales, and collaborative efficiencies.

Hold monthly user groups

Help your team circumvent any issues that arise, and stay proactive about content. A great way to build this collaborative spirit is to hold monthly user groups. This can be a Q&A session focused on troubleshooting. It’s also a great time to find out what kind of response content your team needs.

Leverage and create resources

Learning never ends when you’re improving your response process, even with technology lending a helping hand. Be sure everyone is familiar with your RFP response software provider’s help center. Design customized internal user guides based on roles and scenarios as needed. Webinars and brief videos are especially useful.

Continue learning and growing

Keep informed about RFP software functionality and feature updates so you stay on top of your game. RFPIO offers customer success webinars (which you can also watch on-demand on our YouTube channel). Additionally, we hold annual user conferences that better equip our customers and help them build a community with their peers.

Change is never easy, but it’s absolutely necessary for improvement. Get your team on the road to greater RFP success with RFPIO.

How to get your team on board with RFP management software

How to get your team on board with RFP management software

RFPs are highly complex projects. As a proposal manager, you work under a deadline to captain the whole ship. Responding to an RFP means you need all hands on deck. Your crew members (aka RFP contributors) all squeeze responses into their hectic schedules to help out.

Here are RFP response contributor insights you’ll find interesting:

  • 68% of salespeople struggle with managing their time to focus on sales-related activities.
  • 43% of marketers mentioned their top hurdle was wearing too many hats and not having time for extra projects, like RFPs.
  • 43% of subject matter experts revealed their top challenge was spending too much time on RFP responses.

You know collaboration is the key to getting the job done. But you also know what you’re up against with your team. RFP management software is the right solution for your organization. Now you just need to get everyone on board. Check out these strategies for getting team buy-in.

Involve key stakeholders to create early buy-in

Your product and IT teams dream of an efficient method for managing security questionnaires. Your legal team yearns for a well-maintained, readily accessible content library. Salespeople want to give proper attention to RFPs but don’t want to lose focus on making sales. Your go-to SMEs would love a way to collaborate more effectively and ditch the spreadsheets.

Your response management team might not yet realize what you already know—the solution is RFP management software.

When searching for the right RFP software, it’s best to know exactly what people need—so ask them. Create a cross-functional project team to identify salient challenges with your RFP response process. That way players join forces to define their requirements and goals.

Be sure to involve heavy-hitters like your security, finance, and legal teams. If you generate early buy-in from the people most closely entwined with leadership, you’ll catalyze whole enterprise buy-in.

When you link stakeholders in early, they are already sold on the solution before it ever rolls out. Everyone will be itching to use the great new software that transforms collaboration and makes RFP responses hyper-efficient.

Market RFP management software to your team

When you ask team members to use something new, they may be reluctant to take time out of their busy day to learn it. RFP management software exponentially improves operational efficiency.

Once you get your team to jump in and try it, they’ll discover a user-friendly experience and see immediate benefits. So what’s the secret to inspiring RFP contributors to take that leap of faith? Market the solution to your team with the following selling points…

1. Prove that RFP management software saves time

RFP management software like RFPIO has a timer function that tracks how long team members spend on specific tasks.

Let’s say you’re under a tight deadline and you need a few quick details for an RFP. You seek out one of your best (and therefore, in-demand) SMEs. They want to help you but think they can’t find the time. This is when you show them the time data. When they see that an RFP response only takes twenty minutes, they’ll likely pop into the project and get it done.

2. Show how easy it is to access and create content

You’ll facilitate better collaboration with RFP management software, thanks to the answer library. In fact, 82% of proposal managers said RFPIO helps them manage response content all in one place.

A major component of smooth collaboration is the ability to source information independently when it’s needed. RFP response software has a robust, dynamic content library—meaning, no more information hunts or silos. Tell everyone about this exciting news. Let them know that when they get their next action item, they’ll have quick and easy access to quality content.

3. Train closely, inspire change, and demonstrate value

You’ve done the work upfront to get team buy-in…but we all know there’s always one in the bunch—the anti-change person. Work with this person. Do some personalized training and get them inside the tool, trying things out. Then, pinpoint exactly what they dislike and target a solution. Maybe they hate automated email reminders—so, show them how to change their settings.

Share success stories with your team and demonstrate the value of RFP response software to even the most reluctant users. Publish testimonials and statistics in a newsletter and quantify the results in concrete, relatable terms.

You are the captain of your RFP response process. Get everyone on board with RFP management software, and don’t let them jump ship. With these strategies and a little persistence, you’ll be well on your way to smooth sailing with your next RFP. Experience the collaborative power of RFPIO. Schedule a demo, then get your team on board.

Get the latest stories delivered straight to your inbox

Subscribe to our blog and never miss an important insight again.

Thank you for subscribing.

Something went wrong.