Six ways to save time on your RFP responses

RFPs are time-consuming and laborious. You’re constantly waiting on information from colleagues, being asked questions you’ve answered multiple times before, and all the time trying to fit the task around your actual day-to-day job.

But it doesn’t have to be that way. We developed Qandai to save you time when responding to RFPs and questionnaires. And to make things even easier, we’ve identified 6 simple steps to deliver a faster, more effective RFP response.

Step 1 — To respond, or not to respond, that is THE question The first question to ask is ‘should we even be responding to this RFP?’ You need to get a solid yes or a definitive no: it’s a waste of time filling in an RFP that you don’t really want to win.

Step 2 — Qualify your decision Once you’ve received the RFP, then read it thoroughly, mindful of potential problems. Does the timescale look right, is the supplier really looking to replace an existing provider or are they contractually obliged to invite multiple bidders? In summary, is it a real opportunity?

Step 3 — Assemble your A Team You’ll need to assign someone with the organisational chops to coordinate and lead the RFP team — a great project manager makes all the difference. They’ll be the ones to delegate tasks and ensure it's completed on time and as efficiently as possible.

Step 4 — Write it! This is where the real task begins. It’s where the hours disappear and any mistakes will, unfortunately, be made. If you’re trying to collate answers from across an organisation you’ll need a faster, better system than google docs, email and messaging apps. You’ll need a solution with an easily accessible answer bank, that instinctively knows the answers to questions you’ve been asked before and is driven by machine learning, not human inconsistencies. Essentially, a smart tool that significantly reduces the time needed to fill in an RFP. That’s where Qandai comes into its own.

Step 5 — Check first, check again, then submit This part is relatively straightforward —but remember, RFP responses do get rejected because they simply aren’t in the correct format, or not enough copies were supplied. Always double check what the vendor has specified to ensure it’s exactly as specified.

Step 6 — Lastly, always ask for feedback If you weren’t successful there may well be learnings that can help you on your next RFP. Always ask why your proposal didn’t make the grade, and how it could have been better. Ask yourself ‘what we should have done better, and how can we improve’?

These 6 tips will help you perfect your process — if you want to save real time, visit Qandai and see how it can help your business.