One of the best things you can do for your RFP process is to spend time preparing. Preparing the template, content, forms, submission documents, etc. However, preparation starts with information organization. RFPs often come in waves. The time between RFP waves is the perfect time to get caught up on the organization of your directories, content files, submitted responses, etc.
We’re human and often procrastinate, leaving the organization of information for another time. This is not good , because by putting off organization makes the filing process overly complicated and overwhelming. In a perfect world, we should organize information as we generate our RFP responses. So, take the opportunities throughout the year as you get a break in the RFP writing process to get caught up on organization.
Two items to focus on when organizing information are the tracking spreadsheet and the file/content directories. A tracking spreadsheet is essential to the RFP document process. I suggest creating a tracking spreadsheet before you tackle updating the directories. Creating and filling in the spreadsheet allows you to track what information is available, where it is found in the file directories, e.g., types of industries, as well as how old is the content. The tracking spreadsheet can also be used to track the particulars of each RFP. This includes the Q&A and submission closing dates, estimated contract start date, and comments regarding the submission (debrief comments, etc.).Each of these can be broken down into sub-directories, which should follow a logical breakdown based on your industry or business. Be careful not to make too many levels of sub-directories within sub-directories. This can lead to multiple files being filed within multiple directories, thus creating potential confusion when searching for content. Sub-directories within sub-directories can also lead to problems with saving documents.
The organization of file/content directories is an essential step towards successful RFP response production. It is up to you to sort out your content and previously submitted proposals. When sorting and creating directories, keep in mind that the organization should take into account the following:
1. Type of industries, businesses, or fields
2. Type of sector, such as public, broader public, or private
3. RFP standard questions…e.g., company organization, references, key personnel, etc.
4. Submission dates
5. Easy and logical access to information by RFP stakeholders
I will write more in another blog about each of these points above, but I offer this topic to encourage you to start thinking about organizing your RFP information now while you have the bandwidth.
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