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Why every proposal manager deserves a round of applause

Why every proposal manager deserves a round of applause

Proposal managers are the front line of the organization. Your influence is never more apparent than during the RFP response […]

Category: Tag: Proposal management solution

Why every proposal manager deserves a round of applause

Why every proposal manager deserves a round of applause

Proposal managers are the front line of the organization. Your influence is never more apparent than during the RFP response process.

You’re accountable for implementing the RFP response process and flow. This includes all aspects of that process, from assigning tasks and maintaining content quality to leading your team and crafting the overall proposal narrative.

You’re an honorary member of the sales team, a skilled content manager, and an unmatched project manager. In celebration of proposal managers everywhere, here are just some of the reasons you deserve a round of applause for all that you do.

Proposal managers are an extension of the sales team

RFP responses are critical components for winning new business. As a proposal manager, you play “an assist” in closing the deal, passing the ball to sales so they can shoot and score. Ultimately, you’re an extension of the sales team—and they need all the assists they can get.

68% of salespeople do not have enough time to devote proper attention to sales activities. It behooves the organization to provide an automated RFP process so you properly assist your sales department to do what they do best: Land big deals.

Effective proposal managers recognize that RFP responses are an opportunity to tell a narrative in such a way that distinguishes the organization from the competition. As RFP responses are often the first impression for a new prospect, it’s crucial that you and your team nail the messaging.

It’s up to you to craft the most compelling narrative and weave it through each RFP response to capture the attention of prospects and clients. Pull all of this off and you help your sales team land big deals, making you a major value-add to your sales organization.

Proposal managers are masterful content managers

Content management used to be reserved for the marketing department. Now, with the surge in content creation needs throughout the organization, proposal managers are taking their rightful place as skilled content managers.

Often RFP responses involve multiple writers from various departments. As you already know, getting everyone’s contributions well before the deadline is mission-critical. And, it’s certainly no easy task.

Effective proposal managers draw from an updated content library and coordinate responses across many SMEs to deliver the highest caliber RFP. So, how are busy proposal managers pulling this off exactly? They’re using technology to do the heavy lifting.

RFP software offers a myriad of content management benefits so proposal managers like yourself easily curate a centralized content library, ensuring the best and most accurate responses are always within reach.

Centralized and updated

A centralized RFP content library is your go-to source for organizing, storing, and accessing company content. Within the content library, you initiate and schedule content audit cycles, effectively auditing content at your chosen schedule and not during a pressing RFP deadline.

User-friendly and searchable

RFP software is user-friendly and searchable. The technology learns from you—the more you use it, the smarter it gets. RFP software delivers a content library that suggests highly relevant responses to save you time. Automated responses can be revised and customized to suit messaging themes and requirements.

Accurate and compliant

Response content must be factual, accurate, and compliant. RFP software functions as a risk management tool as well as a content management tool. Thanks to the Content Library functionality and unlimited user licenses, simply set up quarterly compliance reviews as part of your content audits and assign new responses to a compliance officer for final approval.

Proposal managers are dexterous project managers

Although you may have the best intentions with execution, internal processes may not support your admirable efforts. When it comes to your day-to-day responsibilities, the stakes are high. This pressure can easily lead to proposal manager burnout.

84% of proposal managers are mired in antiquated RFP processes where Google Docs, text files, spreadsheets, paper documents—and even emails—are the norm. Of course, this fragmented “process” is hardly a process at all. If you still rely on this type of manual RFP response process, you’re technically more of a magician than a project manager.

You deserve an intuitive RFP process, which is made possible when you take advantage of RFP software. RFP software accelerates efficiency, saves time, and elevates the RFP process into an expertly-coordinated strategy.

Whether you orchestrate all of your RFP projects manually, or with the support of RFP software, you’re doing what it takes to help your organization succeed. This is far beyond being a great project manager; this makes you a champion for your organization.

RFPs may not be a priority for everyone within your organization, but you know what they don’t: that responding to RFPs is a direct path to growth. Your organization would not be where it is today without your hard work. You are your organization’s superhero, and that deserves a round of applause.

Alright, superhero…ready to do even more in your proposal management role? RFPIO is here to help you drive efficiency and results.

AI proposal management software FAQs you need to know

AI proposal management software FAQs you need to know

Marketing teams are familiar with the rise of artificial intelligence (AI). But, did you know that proposal management AI is already happening?

78% of marketers in proposal management said using automated technology to execute more with less resource strain was their top priority. AI proposal management software is the next evolution in automating your RFP response process so you can achieve even more.

You have questions about how AI will impact your marketing role in today’s landscape. Below we have answers to commonly asked questions to help you understand your untapped potential with AI proposal management software.

11 AI proposal management software FAQs

1. What is artificial intelligence (AI)?

Put simply, artificial intelligence (AI) is a branch of computer science that deals with simulating human intelligence and behaviors in computer systems.

2. Are artificial intelligence and machine learning the same?

No. Machine learning is an AI system that has the ability to self-analyze and improve its code in order to more efficiently arrive at an outcome. In AI systems that are not machine learning, the programming is somewhat deterministic. You put together a “narrow” AI system to solve a specific problem, then predict the outcomes based on the inputs.

3. How is proposal management AI changing our industry?

The biggest thing that proposal management AI will change in our industry is prompting digital transformation. To truly leverage what AI offers, all of your systems must connect and share data with each other to add value across touchpoints. Artificial intelligence is a competitive advantage for response teams who leverage these capabilities.

Proposal management AI is also ushering an era of enterprise-level database requirements for content. AI is most powerful when it has a huge database to train itself on. If your RFP Content Library is not a clean and reliable database, this hinders the effectiveness of AI. To highly automate with AI, an organized content database is a key step in digital transformation.

4. How is AI proposal management software benefitting teams?

High-performing response teams use AI proposal management software to efficiently intake and qualify opportunities. Analyzing projects without AI takes a lot of time, which involves reading through previous proposals and reports then taking the best guess about the outcome.

AI systems help you understand whether or not you should bid by analyzing and comparing previous RFP projects. Teams see the win potential and what resources might be required based on the average length of a project. Proposal management AI offers more strategic planning overall.

AI is changing the way teams “shred” their RFPs, making it easier to break up relevant sections, auto-identify response content, and assign questions to subject matter experts. We’re starting to see tone and sentiment analysis as well.

This capability will help reviewers adjust content to convey a more positive feeling by identifying a word that sounds negative, so you find a more suitable adjective that results in stronger content.

5. What kind of automation will we see with proposal management AI?

Proposal management AI will consistently take over repetitive and mundane tasks that responders do today (but they don’t really want to do), such as:

  • Answering common, repetitive questions
  • Producing basic boilerplate copy
  • Exporting document formatting
  • Analyzing win-loss opportunities
  • Making bid/no-bid recommendations based on big-data analytics

AI looks at tens of thousands of past RFPs and connects the dots between the CRM wins and the products or the copy chosen in the RFPs. At this year’s APMP Bid & Proposal Con, I presented on the Leveraging AI for Persuasive Proposal Writing panel, and one attendee said this type of analysis would take 30+ years for his team to complete manually.

6. What are the current AI capabilities of RFPIO?

RFPIO has the RFP response automation elements we just discussed, including auto-responses and an answer recommendation engine that proposal teams have been using for years.

With a well-maintained Content Library, it’s common to see RFPIO users complete 60-70% of their RFP autonomously. The time given back to these proposal professionals allows them to develop higher quality content where personalization is needed, as well as put forth more proposals for more opportunities.

We’re starting to do bid fit analysis and later we will have sentiment analysis. As we begin to introduce natural language processing (NLP), responders will require significantly less intervention to shred and analyze requirements. Future AI capabilities are exciting and pretty limitless. As AI technology advances, so will RFPIO.

7. How can our team prepare for proposal management AI?

Make sure you have a future-ready team in place that is capable of making digital transformation happen. And, of course, make sure that team leverages AI proposal management software to its fullest capacity.

When choosing RFP software, the platform should plug into all of your data through system integrations. Your systems need to work cross-functionally and proposal teams should be able to collaborate together efficiently within those systems.

8. How much time will our team save with AI proposal management software?

That all depends on how much time your team spends on repetitive tasks today that could be handled by AI proposal management software. And, what you do with the time you ultimately win back.

If you’re not answering the same question a thousand times, what can you achieve with that extra time? Maybe you level up the content you have in your Content Library to create winning proposals. You put more time into thinking about new avenues for generating revenue. And, you respond to RFPs you didn’t have time to before. Positive results will compound quickly.

9. Will AI proposal management software write all of my RFP responses?

The day AI proposal management software writes RFP responses is the day this blog will have written itself. One day artificial intelligence will write your RFP, drive you home, and cook you dinner. But don’t get too excited—we’re probably 30 years away from that.

10. Will AI replace humans?

AI will replace humans….and it’s already replacing humans. Look at the checkout stands, how you order food, and how you get information. Fifteen years ago I used to call a travel agent to book my flights and now flights are recommended to me online before I even need them.

11. Will proposal management AI replace my job?

Proposal management AI won’t replace your job. Actually, AI enriches your job and empowers you to do more strategic, creative work. No one wants to come in and look at numbers or do the same thing over and over again. AI gives you the opportunity to accomplish things you couldn’t before. You’ll have more time to reflect and to provide more organizational value.

As the first AI proposal management software in the industry, RFPIO has already automated and improved the response process for future-ready organizations. Start your digital transformation by scheduling a demo of RFPIO.

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