What exactly does good content management look like in the RFP world? It’s a trifecta of resources, data, and process.
Good RFP content management means preparing the best version of your content alongside your internal process to accelerate success. RFP responses are groomed in such a way that the content is compelling and fresh. Content is organized, so your team responds quickly and accurately.
Gain the advantage when you’re under a tight deadline.
Save time and get back to what you do best.
The ultimate result of good RFP content management? Winning new business. The trick is to continually improve internal processes. That starts with investigating the RFP content management efforts you have in place today.
1. Define your RFP team
A successful RFP content management strategy begins with allocating the right resources—and defining roles and responsibilities so everyone is crystal clear about their commitment.
Misalignment is common within organizations. Responders tend to ramp up too quickly with a shiny solution like RFP software, diving right into the next project without a dedicated process.
Discuss the overarching RFP content strategy with your team. If you’re using an RFP management solution, several factors need to be taken into consideration. A tool, even an intelligent one, is only effective if the response team is maximizing its capabilities with a grounded RFP response process.
The common thread with good RFP content management involves ownership and accessibility. Identify owners early on in the process and divvy up responsibilities among a set of core admins.
An internal contact will be the first line of defense with questions, while another admin will handle moderation workflow to ensure content in the answer library is being cleaned, amended, and deduplicated. A common mistake for teams is assigning too many moderators—don’t overmanage, just manage the content well.
Your SMEs (Subject Matter Experts) are also owners of specific sections of an RFP response. With RFP software, an admin can assign content to the correct SMEs so they can avoid viewing parts of the proposal that don’t concern them. Managing content is a happier time for everyone if they have this level of accessibility.