How to Properly Prepare for an RFP

The decision to respond to an RFP is not one to make lightly. It requires a significant investment of time, money, and additional resources to create a proposal. Deadlines are rigid and formatting requirements are exacting. Even the smallest deviation from RFP requirements can result in your proposal being rejected. Still, it’s a thrilling endeavor! Especially when you win big! The Diace Designs team has helped clients respond to numerous RFPs over the years. One thing we’ve learned is that the right preparation can make all the difference.

Know Your Deadlines

Nothing will get you disqualified from an RFP selection process faster than missing a deadline. That’s why the first thing you should do when preparing to respond to a solicitation is to create a timeline. Check and double-check all of your dates. Then, work backward to plan out when you need to begin working on each section. Sometimes, an RFP will include multiple contract opportunities, each with its own deadlines. Make sure you know which deadlines apply to you and then double-check just to be sure. Losing out on a multimillion-dollar contract because you turned in your proposal 10 minutes late is crushing, not to mention a huge waste of resources.

Organize Your Team

Before you begin your proposal, ensure that your team will be available day and night leading up to the submission deadline. Changes to RFPs are not uncommon, and you’ll need to be prepared to pivot and adapt to new requirements. The Diace Designs team has experienced many changes at the eleventh hour and had to pull all-nighters to accommodate them. Communication between your team members is also critically important. Determine how and how often your team will communicate to organize the proposal process. Set expectations at the beginning of the project so that all team members will know what’s expected of them.

Plan Production

When you wait until the last minute to figure out how you will physically produce your proposal, you open yourself up to all kinds of fatal snafus. Rushing to print hours before a deadline just doesn’t cut it. Trust us, we’ve been there. Trying to re-organize the pages of 10 uncollated copies of a hundred-page proposal with no page numbers is a nightmare. Hole-punching at high speed leads to irreparable damage and intense frustration. Of course, these stress-inducing moments can all be avoided by properly planning your proposal production ahead of time.

At Diace Designs, we know what it takes to prepare for and execute a flawless response to an RFP. We thrive under the pressure of high-stakes opportunities and impossibly tight turnarounds. If you’re considering responding to an RFP, let us know. We can help you prepare and be there with you every step of the way.

About Kara Franco
Kara writes copy that speaks. She has a knack for creating clear, compelling messages without wasting words. She is passionate about digital marketing and believes that copy is the cornerstone of user experience.

Copywriter + Content Strategist
Kara@diacedesigns.com