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Most businesses that bid for work end up searching for an RFP response team. Understandable. Running a business can be daunting. We understand just how time-consuming and draining it can be. So, if you are trying to juggle your business with writing an RFP response, things can get stressful.
Are you thinking about outsourcing a business proposal, but you’re not sure if it’s worth the investment? There are many advantages to outsourcing the bidding process to RFP Writers.
Of course, they aren’t the only ones you’ll need on your team.
Below we’ve listed experts you’ll need to execute at a high level.
But first. Let’s clarify.
It’s tempting to go the cheaper route by taking on the bid process without an RFP response team. But is it the more profitable path? After all, having a strong core of talented, experienced RFP specialists can majorly boost your campaign. The right crew can improve efficiency and organization – while maintaining a collaborative environment. So, you’ll always be heard and understood. After all, what’s a team without communication?
Of course, you need to make sure you’re bringing on the right people. With the right complementary skillsets.
Such as…
A team without a leader usually struggles to find direction. And who better to steer the course than the coach? That’s essentially what a proposal manager is responsible for. Leading the charge. Bringing everyone together to work under a unified vision. All client communication is relayed first to them, trickling down to the rest of the team. Typically, former marketing, sales, or business development professionals fill this position.
Before assigning duties, the project manager pores over every detail. Draws up the plan and executes it within the scheduled proposal deadline.
Every group has its designated “know-it-all”. This is no different in an RFP response team. Their value is displayed in deep knowledge of a specific field, subject, or skill. They’re responsible for adding valuable content to the RFP response. Additionally, SMEs verify the proposal manager’s content library answers.
Focusing on one problem for too long can sometimes lead to tunnel vision, making it hard to spot flaws. This is when bringing on a consultant can pay dividends. Sure, you won’t always need one for every project.
But having one in your back pocket can be useful for when the stakes are high. Consultants are excellent at reviewing and touching up the content in your proposal. And they also excel at improving the RFP response team’s process.
You have all the measurements. All the documents. All the numbers. And a giant contract waiting to be won. Every element is in the basket except for one crucial move – getting permission from your Executive-Level Reviewer. Tempting as it might be to submit your proposal, it’s not ready for that stage of the process. Not until the reviewer verifies it. Only they have the authority of approval. It’s best if the executive-level reviewer isn’t involved in the creation of the proposal. That way, you can be sure you’ll have a fresh set of objective eyes on the job.
Your RFP management process shouldn’t be a headache to understand. Keep it simple, keep it concise. Keep it specific. The clearer you make this, the easier it is to rally the troops around a common goal. So don’t skimp out on properly organizing documents and outlining the process. Carefully detail each step. In the interest of collaboration, encourage your team to deliver feedback. That way you’ll have your blindside covered.
Ideally, these should match up with your business objectives. Say you want to boost customer growth. Then set your goal to raise the total of RFP responses by a specific percentage. By having a measurable north, you can keep track of your progress over time. Employ the use of RFP response tools to maximize productivity. And help you meet those goals.
Don’t chase after every available RFP out there. After all, they won’t all be a fit. Your company may not have enough resources to deliver on certain bids. Or maybe the cost of delivery will greatly shrink profit margins. Either way, these are discussions to be had with your team. Together, you can evaluate each opportunity and determine its compatibility.
So to speak, anyway. Before kicking things off, allow at least 15 to 30 minutes to address the team. During this time, go over the plan and timeline. Highlight any possible obstacles or changes that might occur. Whether you win or lose the bid, reassemble the team for a debrief. Discuss what can be improved for the next one. After all, there is always room for improvement.
At least twice a year, get together with the team and open the floor to feedback. You never know what insight could help optimize the RFP process and improve results. Give credit where it’s due. Take ownership over mistakes. And work together to knock the next bid out of the park.
Well, we finally got through the nuts and bolts of putting together a powerful RFP response team. No, putting together this misfit crew of proposal winners is far from an easy task. But who said business was easy? Take note of how crucial each role is. And make sure to bring people who are either experienced or likely competent enough to fill the position.
We understand that this was likely a lot to digest. So, in case your head is dizzy from information overload, let’s just go over this information in an easier format.
1. Proposal Manager – Brings the team together to work on a specific proposal.
2. Subject Matter Expert – Flexes profound knowledge of the proposal-relevant industry.
3. Proposal Development Consultant– Third party that verifies the proposal for glaring weaknesses.
4. Executive-Level Reviewer – Authorized to give final approval of the proposal before submission.
1. Fire up the troops – Management presents an easy-to-follow plan of action.
2. Set the goal posts – Establishing measurable milestones.
3. Be picky. Together. – Weigh each opportunity by factoring in cost and revenue.
4. One final hurdle before the game – Meet with the team to review the overall proposal plan.
5. Share the wisdom – After the bid, encourage feedback and adjust to improve future results.
Are you thinking about outsourcing a an RFP?
Need help with the bidding process? Not got the time to write winning bid responses in-house? Don’t worry, our Bid Consultants can help. We provide three bid and RFP writing support services.
Our services
RFP Writing
Our RFP Writing service is the perfect solution to ensure that you submit a high-quality bid, even when you’re busy. Our writers will break down the solicitation documents, allowing you to see what the bid and the contract involves. This will help to ensure that you have all the specified evidence and meet the requirements of the contracting authority.
Our RFP Writers will then craft persuasive, high-quality responses, attach supporting evidence and even submit the bid on your behalf. Upload the solicitation documents for a free quote.
RFP Mentor
Have you already written a bid but need a second pair of eyes to review your work? Our RFP Mentor service will do just that. Simply send over your bid responses and the solicitation documents.
Our writers will then assess your work, ensuring that your responses are in line with the specification. They will also check for any spelling or grammar errors. You can then submit your bid with confidence. Upload your work for a free quote.
Proposal Ready
Do you need help with preparing a bid proposal? Proposal Ready can help businesses that are new to bidding or those in need of rejuvenating their content.
Our Bid Consultants will create:
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Because the information on this blog is based on Hudson Outsourcing LLC’s own opinion and experience, it should not be considered professional financial investment advice. The ideas and bidding strategies should never be used without first assessing your own personal and financial situation, or without consulting a financial professional. Hudson Outsourcing LLC’s thoughts and opinions will also change from time to time as the market changes and as Hudson Outsourcing LLC develops.
