On a very regular basis I review Requests for Proposals (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.

1. Tom Searcy has a background in sales strategy and consulting. I was intrigued initially by the book title, RFPs Suck! How to Master the RFP System Once and for All to Win Big Business. The author was already speaking my language by expressing the way many sales professionals feel about RFPs. They suck. Tom’s book discusses many truths in a clear and concise way, and explains why so many of us feel negatively about RFPs. Even though much of the book communicates simple facts, there were a few new tips that I thought to be very insightful.

1. Transparency

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 plan. 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.

2. All RFPs are Flawed

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 fear asking a question to help clarify the objective. 

3. Engagement

A red flag for many RFPs is cutting off a line of communication between the potential responders and the client. The book encourages keeping communication 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.