On a very regular basis I review (RFPs) for potential projects at Taylor Studios. I see hundreds per year. Learning to read and understand RFPs is challenging. There are never two that are exactly alike. In an attempt to better understand RFPs, I am turning to experts in the field that can offer some guidance.

The beginning of the book offered a really great sentence to sum up this concept. “A good RFP is transparent, rewards thoughtful and honest responses, and is a true means of discerning a vendor’s merit based on their ability to meet the customer’s requirements.”

Many organizations are reluctant to be transparent, and reveal too much upfront. Their RFPs hold back some of the details of the project, which makes it difficult for responders. While it’s true that at the beginning of a project some items may still need to be worked out, providing
all the current information for the objective of the project and the budget for the project, creates a better understanding of the . The more details that can be given in the RFP phase makes for better responses, which helps in choosing the company best suited for the intended work.

The book brought to light the flaws of the RFP system. The RFPs that I see daily are written by humans. Humans are flawed creatures, so of course the system has flaws. This truth humbled my thought process. When there are details missing or unusual requests, I have to remember the simple fact that none of us are perfect. Most RFPs allow questions to be asked. I shouldn’t a question to help clarify the objective.

A red flag for many RFPs is cutting off a line of between the potential
responders and the client. The book encourages keeping open, because encouraging dialogue about the project can only help both the client and the proposer
figure out the best approach for the project. The potential proposers can ask engaging and meaningful questions that the client may not have thought of before putting together the RFP.

This book was an easy read and served as a reminder that RFPs are challenging for everyone involved in the process. I recommend this quick read if you respond to RFPs, or if you are writing one for your next exhibit project. Understanding the intricacy and amount of detail required for this step of a project is helpful in obtaining the best outcomes.