RFPs? RIP!

OK, let's discuss Requests for Proposals (RFPs). Interesting because, by the very nature of this blog, discuss really means read what I have to say - though you may yell and scream at your computer screen if you are so inclined.

Every one of us has received them - and if you haven't, you will! And most of us know how absolutely time consuming and pointless these can be.

As sales managers we hear a lot of "reasons" from the sales team as to why we should respond to the RFP:

1. It's strategic! (my personal favorite and definitely the catch-all for poor decisions)
2. We can really do what they are asking for!
3. We have a relationship with the client!
4. We can win!
etc. - I am sure you can think of a few

And here is what the salespeople are thinking:
1. OH S*%$ I HAVE TO HIT MY NUMBERS AND THIS MIGHT PUT ME OVER THE TOP!
2. See number 1

A little extreme I know - and I am sure I will hear from a lot of people claiming that they have won RFPs and these have been "strategic", etc., etc. But let's get real here and apply some common sense to the process:

1. An RFP is never written in the dark - the clients always have assistance - either from the vendor community or from consultants specializing in the subject of the RFP. Unless you are one of those vendors or consultants - you are at a distinct disadvantage
2. RFPs only capture one view of requirements - I am sure when you have examined RFPs there are lingering questions that can help you better understand the client and its requirements - but you are prevented from doing so by the RFP Criteria/Rules around client communication during the process.
3. RFPs remove the most critical element from the equation - trust.

So let's just accept that unless we have written the RFP, we will NOT win it. What can we do? We do not want to seem unappreciative of the opportunity but we also need to preserve our resources (people, time and money). Here are some thoughts:

1. Neven respond to an RFP out of the blue (unless you have written it and have the contract signed already - but then you should be advising the client not to even bother!)

2. Always ask to meet with the issuer - even if this means meeting with Mr. or Ms. Procurement - and here is how you position "We would appreciate the opportunity to respond. In fact, on the surface it appears there could be a strong match between what you are looking to accomplish and how we might assist you in doing so. In order to truly determine this, we feel it is important to understand your needs in order to develop a response that meets the needs of the organization. All we are interested in is understanding those needs." You will face some opposition when you try to take this line of reasoning outside of procurement - be persistent as you can not put forward any solution without a real understanding of the underlying business issues as well as the anticipated benefits associated with it - and these are typically not articulated in an RFP. Remember - the RFP issuers responsibility is to their company. What is very interesting is how that responsibility is disregarded by submitting to a flawed buying process!

3. Try to change the game! If you are stonewalled in your ability to drive toward a real solution - back out of the process and communicate your reasons for doing so with the client. They may be interested in hearing why their process is preventing them from getting a solution that actually meets their needs.

Lots here I know - and there are no right or wrong answers. I also know that people will keep responding to RFPs but if I have helped one organization be more effective then I have done my job.

Cheers,

Steve