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Pharmaceutical company uses Proposal Builder to reduce time spent creating templates by 90%

Pharmaceutical company uses Proposal Builder to reduce time spent creating templates by 90%

Customer Stories

For this RFPIO customer that manufactures pharmaceuticals, the science is highly complex, and so are the proposals they generate to […]

Category: Author: RD Symms

RD is a senior copywriter at Responsive. He has more than 15 years of experience in writing, content development, and creative strategy. Connect with RD on LinkedIn.
Pharmaceutical company uses Proposal Builder to reduce time spent creating templates by 90%

Pharmaceutical company uses Proposal Builder to reduce time spent creating templates by 90%

Customer Stories

For this RFPIO customer that manufactures pharmaceuticals, the science is highly complex, and so are the proposals they generate to engage each of their partners. With Proposal Builder from RFPIO, this customer now creates proposal templates in 20 minutes as opposed to half a day — a 90% improvement. For a team that processes three to four proposals per week on average, the time savings add up fast.

This customer’s results to date:


  • Reduce time to create proposal templates by 90%.

  • Save proposal team approximately 20 hours per week.

  • Relieve proposal writers and SMEs of formatting frustration.

Customizing proposals down to a molecular level, literally

This pharmaceutical company’s proposals are extremely complicated, and not just because they involve the procedural minutiae of molecular science. For the proposal team, proposals are the first stage of developing a partnership.

There are two stages of proposal development before they’re shared with prospects. First, a template is generated. Then a draft is built, filling out the template with known or presumed information about the prospect. Proposal drafts are essential to the sales process because they help drive prospect conversations and hone in on the specific services needed to engage in a successful partnership. They also include contracts and master service agreements.

As these conversations progress, the team has to be able to modify the proposal. As the team learns more about what processes will be involved in capturing a molecule—for example, the type of resin required to capture it based on size or charge or other molecular attributes—the proposal changes can alter costs by hundreds of thousands, or even millions of dollars.

There is no canned proposal template for this company. Every template is customized. As the process to build proposals grew more chaotic, proposal quality suffered, proposal writers couldn’t keep up with demand, and subject matter experts (SMEs) were so frustrated with formatting that they couldn’t focus on the science.

Ripple effects devolve into workload tsunamis

Prior to using RFPIO, proposal writers were taking previously written proposals for other clients of similar scope and then editing those proposals to create templates. It was a problematic process for two primary reasons. One, they had to find the right proposal to use as the template. Two, with Word files of varying age that have been worked on by multiple people, the formatting styles got corrupted, and unwieldy 60-page documents become even more unwieldy.

The proposal team manager and technical lead harvested individual modules from all possible proposal templates and then saved each module in its own Word document. That was the only way to preserve formatting styles. While proposal writers could then build their template by copy-and-pasting individual modules into a single document, complications arose from scope dependencies.

A single modification could cause a ripple effect throughout the proposal. The only way to manage that ripple effect was to manually update every module, which made accuracy and consistency difficult. Six or seven rounds of revisions were not uncommon, causing delays that disrupted the whole workflow.

Seeking flexibility, efficiency and relief in a SaaS solution

The proposal team processes three-to-four proposals per week, each of which averages 60 pages in length and requires high-level customization. Even with a library of copy-and-pastable modules, manual proposal development made it difficult to keep up with demand from the business development team.

With too much time being lost and SME frustration boiling over, the pharmaceutical company set out to find a SaaS solution that could help. Among all the solutions they considered, RFPIO stood out first for the flexibility it offered the proposal team. The team technical lead recognized instant efficiencies in the ability to easily move sections around in Proposal Builder.

Then they learned about Proposal Builder’s Catalog functionality. Catalog structure is a template that allows you to plug-and-play product and service content: It was the perfect automated workflow to replace the team’s manual module building.

Add in user interface clarity, the ability to make global changes across all proposal templates, and professional services support to get the ball rolling, and RFPIO was the clear winner. To the team’s credit, they knew that they would need some help from the very beginning and elected to add professional services to assist with implementation.

A 90% improvement in less than 3 months

RFPIO Proposal Builder now helps the proposal team generate an initial proposal draft in a fraction of the time it took using the old method. With RFPIO, they can generate a starting template within just a few minutes, whereas before it would take at least half a day.

RFPIO professional services helped this customer achieve these gains within three months of implementing the solution. The more the team technical lead used the system, the more they realized how helpful it could be. But there were many questions that cropped up as they started building templates. Being able to walk through those questions with professional services has prevented roadblocks and allowed the process to reliably scale. Professional services also helped with some of the initial heavy lifting by reapplying styles already being used in their proposals.

RFPIO allows the proposal team to develop a standard process and save time for proposal writers. At a conservative estimate of 20 hours per week saved, multiple people on the team are saving several hours each for every proposal, times three or four proposals per week.

While efficiency in proposal creation has saved time, redirecting focus on getting the science right has improved proposal quality.

Spending time on science, not formatting

All proposal writers at this pharmaceutical company have biochemistry backgrounds. The scientist SMEs that review and customize proposals are PhDs. The last thing these high earners need to spend their valuable time on is wrangling fonts, margins, bullet points, and other formatting styles as they make changes to proposals.

Proposal writers and SMEs have been pleasantly surprised by the new process built around RFPIO Proposal Builder. Feedback has most certainly been positive.

The proposal team spends more time on the science and doesn’t have to fuss with the formatting. Writers can focus conversations with SMEs—which are tough to carve out time for—on tailoring the proposal for the specific needs of the client.

Leaning on professional services to build a scalable system

As soon as the proposal team started using RFPIO, deeper questions arose. They maintained a close relationship with their RFPIO professional services consultant, who helped guide them through every new wrinkle.

Three months after launch, the team technical lead in charge of setting up RFPIO was working on Proposal Builder structure 60% of the time and on specific proposals 40% of the time. Ultimately, by month six, the lead expects that ratio to swing to 20% administration – 80% proposal development. The rapid return on time investment will continue to pay off as proposal writers gain more experience with the system.

Before RFPIOAfter RFPIO
Spend half a day building proposal templates by sifting through a massive Word module library and copy-and-pasting content.Reduce time it takes to create a proposal template by 90% using RFPIO Proposal Builder.
Too much time spent looking for templates, formatting and manually overseeing global changes.Proposal writers and SMEs save 20+ hours per week, refocusing time on improving proposal quality.
Proposal manager worked alone on an inefficient process to build a library of siloed Word proposal modules used to manually paste together proposal templates.RFPIO professional services supports the proposal manager as they build out the system to drive an efficient proposal template creation process.
Proposal accuracy and consistency suffered when revisions caused ripple-effect changes throughout and had to be manually implemented.Ability to make global changes reduces errors and saves several hours per week.>

Proposals are the first step to life-saving medicines

By taking advantage of all of RFPIO’s response management capabilities, this pharmaceutical company will be able to more efficiently turnaround proposals their partners need. And that’s what it’s all about. Because when their partners know the science is there to back them up, it’s another roadblock removed from creating the next medical breakthrough.

IBA increased win rate by 15% by improving response and bid quality

IBA increased win rate by 15% by improving response and bid quality

Customer Stories

There are niche markets. Then there are niches of niche markets. IBA, a medical device manufacturer based in Belgium, is in one of those niches. That’s why they face such tough competition for every one of their 30, on average, annual request for proposal (RFP) responses or tender bids.

IBA global director of sales support and tender management, Grégory Saive, and his team review every document released in relation to IBA’s proton therapy technology. Due to the sensitive nature of the technology—it’s at the forefront of cancer treatment innovation—and the level of investment required to build and furnish a proton therapy suite, RFPs and tenders are understandably complex. Hundreds and sometimes thousands of pages of technical, legal, and medical information are included in responses and bids. Multiple subject matter experts must weigh in to ensure accuracy and mitigate risk.

Three years ago, Grégory took over a team of regional product managers and tender specialists participating in the business development of Proteus® proton therapy technology. At the time, the team faced multiple challenges:

  • Even though team members carried the title of “specialist,” the monotony of repetitive bid and response tasks relegated them to feeling more like “assistants”
  • Manual processes took up too much time and had to be repeated for every bid or response
  • Bids and responses did not accurately represent the quality the company or the team wanted to portray when representing such a high-end brand in competitive evaluation processes
  • Content was scattered, siloed, and difficult to keep current

When Grégory took over, he committed to transforming the team’s response processes while promising not to increase headcount. In order to fulfill his commitment, Grégory and his team knew that they needed a tool that could be the foundation for the team’s transformation. Given the nature of his work, he began the process by running a tender. “We are tender specialists, so I found it strange that my team would select a tool based on a whim. So we created a full tender for RFPIO and some of its competitors,” Grégory said.

First impressions

IBA offered the tender to four pre-selected solution providers. During the demo process, RFPIO’s search functionality stood out as a definitive competitive differentiator. Grégory said, “I was impressed by how easy it was to tag answers with associated keywords, search for those keyword tags, and view search results with a score index to see the questions that are the most recent and most used at the top.”

In the past, when Grégory wanted to find the proper wording for an answer—wording that he knew existed but he could not precisely recall its location—he had to search through multiple documents line by line until he found it. With the search functionality he witnessed in the demo, he realized that he wouldn’t have to conduct those manual searches ever again.

For Grégory, response management software was a tool. Alone, it could not transform his team or response processes. Using response management software as the foundation, he sought to achieve three goals that he believed would result in a successful transformation.

Goal #1: Improve Quality

From the day Grégory took over his team, his goal was not primarily to increase efficiency. His goal was to improve bid and response quality. “We do not win a deal with a tender, but we can definitely lose a deal because of a tender,” he said.

With such a highly specialized solution, the market and opportunities are extremely limited. His team responds to an average 30 tenders or RFPs every year because there are only that many real opportunities that become available on a global scale.

Increasing efficiency so his team could produce more responses or bids would do nothing for IBA’s bottom line. They had to improve the quality of their bids and responses to increase the win percentage of existing opportunities. And IBA is not alone in its desire to re-invest time saved into improving bids. In fact, 84% of companies with designated RFP software agree that they have more time to personalize proposals for specific use cases.*

After a year of using RFPIO, IBA increased their win rate for Grégory’s business unit to 80%.

“With RFPIO, I would say we have increased our win rate by 15%.”

He’s quick to point out that RFPIO isn’t the only reason for this uptick. It’s also due to how he’s spent the time saved by using the tool. By reducing time spent on searching documents and copy and pasting answers, the team has more time to strategize about how to compose the best answers.

“RFPIO allows the team to spend more time on meaningful tasks…either training, reviewing answers, or improving quality. That’s where I’ve spent most of my time saved since the beginning.”

Goal #2: Improve Content Management

Prior to implementing RFPIO, Grégory and tender specialists had to browse hundreds of documents during the bid process. When they found something that was remotely close, then they copy and pasted it. They could not spend the time necessary to fully think it through and make sure it was a contextually sound answer because they had to move on.

That presented a problem for answers that had not been used in awhile. According to a Deloitte article called The new knowledge management, “If searching is difficult and the results are not highly valued, workers lose trust in knowledge systems.”

With RFPIO, the team now searches the Content Library for the most relevant answer and trusts the results based on the content score. When they find an answer, they can also see when and how often that answer was used. If the answer is two years old, for example, then it is likely out of date because the product has evolved. The team knows that the answer needs to be reviewed by a product manager or other specialist, depending on the context, and can assign and track that review through RFPIO.

But even that process will continue to improve. Because Grégory’s team focuses only on proton therapy business, they can work in a single Content Library. They are implementing processes to proactively review answers—especially long answers that are used regularly—with experts every six months. So in future searches, fewer Q & A pairs will be out of date and require detailed review during a bid in-flight.

In the case of content that needs updating more often, Grégory hopes to focus the review process even more. “Content relating to financing options—stuff that we don’t use often or that’s really specific to a country or prospect—usually needs 50% or more changes. Maybe in five years, we tag that content with special comments saying that it needs to be automatically reviewed by financial experts at IBA.”

While content management has already improved, IBA continues to identify new ways to streamline their review processes to identify more time that can be spent on improving bid quality.

Goal #3: Enable Better Training

Grégory promised management that in exchange for investing in a response management tool such as RFPIO, he would not add headcount. One of the primary reasons he’s been able to keep his promise is because of the training advantages offered by RFPIO.

IBA is not alone in its focus on training and maintaining headcount. 63% of proposal teams plan to increase team training on RFP response, while only 37% plan to hire more staff.*

Again, it’s not just the tool. As Grégory said, “It’s a great tool, but it’s not a magical tool.” While the RFPIO Content Library helps streamline the answer process, it also gives time to Grégory and his team members to think and customize their answers.

For Grégory, he can take the time to train team members on how to answer, or what makes a good answer to a particular question. For his team, it’s the difference between plowing through the bid process feeling like an “assistant” or “generalist” and approaching each question as a “specialist” who can deliberate on differentiating IBA from competitors.

Although he is not adding headcount, transition on Grégory’s team does occur due to rotations some employees take from one department to another. In such cases, onboarding is much faster with RFPIO in place. “Again, the ease with which we are able to search the Content Library has improved the onboarding process.” When new recruits don’t have to take the time to familiarize themselves with what the content is and where answers might be located, they can jump right into identifying the right answers through search.

IBA improved proposal quality and increased win rate by 15% with RFPIO

Next steps

So far, IBA has used RFPIO only for Proteus®. In the future, they hope to expand their Content Library and Collections to include partner software and hardware that can make a solution even better. This will require a culture change around collaboration, but it’s all part of Grégory’s long-term plan to transform the team. IBA is also in the process of bringing its OneDrive integration online, which will expand their Content Library with marketing videos, documents, and other content.

As for advice on how to get the most out of RFPIO, Grégory recommends having someone in charge of response management who can drive processes and establish goals. Setting ground rules and expectations for management as well as team members is essential to success.

The tool may not be magical, but it gives Grégory and his team time and opportunity to insert magic into their answers to improve the quality of their bids and responses.

“I cannot really measure the increase in quality in terms of answers, but I can certainly measure the increase of quality in my team.”

Ready to start increasing your win rate?

See how automating your RFP responses can help your team improve proposal quality, increase win rate, and generate revenue. Schedule a demo to get started.

Bringing your company knowledge to life: An interview with the SaaS cloud banking platform, Mambu

Bringing your company knowledge to life: An interview with the SaaS cloud banking platform, Mambu

Customer Stories

Company knowledge is your competitive differentiator. How it’s curated, leveraged, and accessed reverberates throughout every facet of your organization, from solution development to end-user training, and from proposal management to sales success.

Difficulty finding or accessing company knowledge is one of the most common roadblocks to productivity. In a study conducted by Forrester® Research, sales professionals cited the ability to find content or information as the number one area in need of improvement to be more productive, especially in remote work environments.

Knowledge management and content management are ubiquitous challenges for organizations of all sizes. Many software and cloud-based XaaS solutions exist to support optimization initiatives, but there’s an upstart sector that’s focusing on bringing your company knowledge to life.

Known as response management, it’s the next evolutionary step beyond RFP response automation. While it’s well-established with proposal teams around the world, response management’s knowledge and content governance capabilities are growing in popularity with sales, pre-sales, InfoSec, customer support, legal, and other teams that rely on accurate, accessible company knowledge to be productive.

Recently, Louise Fahey, Senior Proposal Manager at Mambu, a SaaS cloud-banking platform based in Amsterdam, sat down with an RFPIO representative to discuss how the software helped to bring Mambu’s knowledge to life. This interview took place during the BPC Europe conference hosted by the Association of Proposal Management Professionals (APMP) in Amsterdam.

In the interview transcript that follows (edited for length and clarity), Louise at Mambu and RFPIO’s Vice President of International Sales discuss:

  • How proposal automation capabilities of response management software saves time, both professionally and personally
  • Why content governance is such an important process within knowledge management
  • How quickly other teams recognize the value of knowledge management using response management software
  • Why it’s so easy for new teams, new users, and new hires to start using the software to access and leverage company knowledge


RFPIO (VP of International Sales): I would like to invite one of our customers, Louise from Mambu. She’s here to share her knowledge on how she’s bringing knowledge to life at her company. I understand that at your previous company, once a lifetime ago, you were actually a technical writer. So what encouraged you, what motivated you to actually move into proposal management?

Mambu (Louise Fahey, Senior Proposal Manager): The main reason I moved was the impact that I felt I could have as a proposal manager. I like to use a lifeguard analogy; people only notice the lifeguard when they’re not there. And it’s the same with the proposal manager. You notice when they’re not there and start wondering, “How are we going to manage this deadline with the amount of work that needs to be done?”

There are also a lot of transferable skills between technical writing and proposal management – both roles cover content management, dealing with stakeholders, getting reviews, and managing deadlines. So it was a comfortable transition.

RFPIO: Once upon a time, several years ago, there really wasn’t any software out there that was available to eliminate repetitive tasks. Like actually the company’s headquarters, the number of employees, PCI certification, and so on were a little monotonous. How did you actually feel once you had to do these repetitive tests and under pressure?

Mambu: It was quite frustrating and you questioned the amount of time that was spent copying and pasting into a Word document. Each proposal began to feel a bit like Groundhog Day!

It felt a bit unfulfilling and I started to think, “I can do more than this… I understand the customer’s hot buttons and strategy.” I can add more value to the proposal than just copying and pasting.

RFPIO: So you’ve now seen the light, and you’ve moved away from this random process, and you’re using a response management software. So you were truly bringing the company knowledge to life. So did you ever feel like you were drowning?

Mambu:  I can think of a few occasions.

When you work with a team in a different time zone or you have a tight submission deadline; you’re up until midnight and you know everything has to be submitted by 2:00 PM the next day. You feel like you’re drowning.

Another example is when you have so much content to manage. There’s a library of past responses and when a new proposal comes in, you need to query this library to get the information you need. However, when you start using the search functionality in SharePoint, or whatever repository your documents are hosted in, it doesn’t give you the results you need. That’s another example of drowning; not having the opportunities to adequately search for the answers you need.

RFPIO: How would you say morale has improved since adopting a response management software? Not just the proposal managers, but also the company stakeholders?

Mambu: It has definitely improved a lot, especially amongst our solution engineers (technical sales team). They’re seeing the value because they used to manually fill in proposals.

We also use RFPIO in other parts of the organization, including information security, and assurance teams. They use it to keep their content up to date. Now when we get something like a due diligence questionnaire, it’s easier for those teams to manage as well. It’s game-changing for not just the sales team, but the company as well.

RFPIO: So have they reduced the amount of time that people come to you for answers and improve the quality of those answers? Do SMEs really like them?

Mambu: Yes, definitely. We’ve had a lot less of the same repetitive questions. And it’s not just the Proposal Management team who are dealing with fewer questions, it’s other teams in the organization.

In my previous answer, I mentioned that the information security team uses RFPIO – they’re saving time by using their Slack channel to direct people with questions to RFPIO, where they can find answers.

RFPIO: What was the biggest learning curve switching from Excel to response management software?

Mambu: I think it’s the same as with any other new solution — finding where everything is in the UI takes some getting used to. But the more proposals you do in RFPIO, the better you get.

It’s important to find a solution with really good support, in case you find the learning curve steep. With RFPIO, we have a customer success manager who is there to help. Plus the support team and online help are also excellent.

RFPIO: So now that you don’t have to work holidays, what are you able to spend more time on?

Mambu:  Now that we have RFPIO in place; there’s more time to focus on process improvements, managing our content library better, and also my own career development. It also means we have extra time to create more personalized responses to our RFx.

Personally, it’s also been quite game-changing. Thanks to the efficiencies that come from having a proposal management solution in place, I’m less likely to work evenings — I get to spend more time with family and friends.

RFPIO: How have you made better decisions using RFPIO?

Mambu: We’ve made better decisions as a result of how good our content library is. In the past, I’d have to remember which proposal from 6 months ago had a really good response to a certain question. Now we have a library of good responses and that enables us to make better decisions.

In addition, the project management part of RFPIO takes some of the pressure and stress off and streamlines the process, allowing you to make better decisions.

RFPIO: What would be your number one piece of advice about bringing your company knowledge to life?

Mambu: Putting content into your RFPIO library is only the start. Your content is a living thing. Make sure you get ownership from content reviewers and subject matter experts. Always set your review cycles and then follow up. It’s too much for one person and even one team to keep an entire library of content up to date; getting ownership from outside the proposal management team is important too.

We have added RFPIO to the onboarding process for new employees. They receive training on how to use it, and we’re also working on some e-learning videos to further this process.

RFPIO: I like that last one, probably the most; you talked about bringing company knowledge to life.
A lot of us work at companies where there’s truth, people leave their jobs; like with the great resignation. So you’re bringing in new hires, what’s the fastest way to train on this? So if you have a tool now, use that to share the company knowledge, and that way you save time, because you’re not getting the same question 10 different times.

What advice do you have in regard to best practices or approaches to content management?

Mambu: Let’s talk about content governance. First step is to document the process itself, how we want to manage our content. Once you have your list of subject matter experts, enable them to use RFPIO. I think that’s really important.

It’s not enough for you or your immediate team to believe you’ve got this great proposal management software and that your subject matter experts will love using it to keep content up to date. In reality, don’t be surprised to hear them respond with, “I’ve got 100 other things to do, and I’m not doing this.”

You need to show them the value of using the tool — what’s in it for them? It could be the time saved because they’re not answering the same question multiple times for different people. Or the relief in knowing that the sales team is using an approved response from the content library to answer queries from prospects.

Our content library is tagged by different topics, such as InfoSec, support, implementation, and so on. We have reviewers assigned to our content, and tags help make this process easier. We can even schedule the review process, so reviewers automatically receive a notification about when they need to do the review. And there’s also functionality for adding comments so it can be screened at each step.

We also made it really easy for people outside our team to contact us about RFPIO. We have a dedicated Slack channel where people can ask us questions. And we present RFPIO to the solution engineering and sales teams, making it clear that the proposal management team is here to support them with it.

This helps a lot with content governance; getting that initial buy-in by showing the value of RFPIO, and then providing support to users afterwards.

[END OF INTERVIEW]

Learn more about how RFPIO can help with knowledge management and content governance by  requesting a demo today.

 

Data Axle gains 30-50% in productivity with dynamic response management

Data Axle gains 30-50% in productivity with dynamic response management

Customer Stories

Data Axle is a 50-year-old data-driven marketing agency who helps Fortune 500 companies find new customers and be more relevant to their existing customers. It’s a complex business that, as you’d expect, requires complex request for proposals (RFP). When the company’s growth started to demand more automation, the Sales Enablement team seized the opportunity to develop a better process for RFP responses—one that actually took advantage of the features RFPIO offered—and ended up developing a dynamic response management process that is now used for RFPs, RFIs, and other client-requested information.

Data Axle results to date:

  • Respond to RFPs 30-50% faster
  • Sales Enablement team answers up to 80% of questionnaires before reaching out to SMEs
  • Happier users as a result of simplified content governance

Prepping Content Library for self-service

Data Axle has multiple divisions, has made multiple acquisitions, and—like any business—has new employees that need to be quickly brought up to speed on the business.

While they had a large RFPIO Content Library that could theoretically simplify the process of responding to RFPs, in practice, it wasn’t working out that way. The library contained thousands of pieces of content, but they were stale. Nobody was making updates to keep the information current, and few of the staff had access to it anyways. When someone needed help, they would skip right past the library and go straight to product owners or subject matter experts (SMEs) for help.

“We decided to start with the Content Library,” Tiffany Ramos, Data Axle Sales Enablement Manager, explains. “[So employees] could self-serve with company information, product-level content, and then all of our services content.” Doing that required making sure the content was both current and well organized.

For the first part, the Sales Enablement team started to assign SMEs content updates on a rolling schedule. Experts are tasked with reviewing around ten items of content each month to check for currency and make any needed updates.

Creating (and maintaining) a single source of truth

They also redid custom fields at the RFPIO Project level, to help with the counts that the company information sections of RFPs regularly require. The number of employees, customers, and business records in their database are all things that change frequently. By using custom fields and creating a regular process for updates, they only have to modify the information in one place to know the current information will then show up everywhere else.

To improve the way their content is organized, they shifted from using question-and-answer formatting to having content devoted to larger topics. They include all the relevant questions and answers for that topic on one page, so it’s easier for users to find the information they need in one place. That reduces the size of the Content Library, but still allows users to search for any alternative questions not covered on the page.

All of that has ensured users can easily find the content they need quickly. And even better, they don’t have to worry about the information’s accuracy.

Educating everyone to use the Content Library

With a comprehensive, accurate Content Library in place, the next challenge is getting everyone to use it.

First, they wanted to make sure everyone in the organization could access the library. RFPIO’s unlimited user license model made that possible. Next, Sales Enablement added a Content Library course to the standard onboarding process.

Not only do they educate everyone to know where the Content Library is and how it works, but org settings are updated so that every time a seller or account manager logs in, they go straight to the Content Library. That ensures they never forget it’s there when they need it.

And it’s worked. People in the company often turn to the Content Library first when they need information. As soon as SMEs are assigned questions to answer for an RFP, they head over to the Content Library to find any past answers to work from. That’s much more efficient than writing each answer from scratch.

Creating a feedback loop to keep improvements coming

While the new process has been a big step up from how things worked before, maintaining a dynamic Content Library is ongoing. Content changes and use cases for the Content Library expand as more users are exposed to its capabilities. Data Axle recognizes that there’s always room for improvement. So they make a point of soliciting feedback and making changes based on what they learn.

They have regular conversations with users to learn what they like and don’t like about the product and process. And when they hear suggestions for ways to make it better, they jump in and do it.

Tiffany also notes that she loves being on the other side of that feedback loop with RFPIO as well. “We appreciate the fact that RFPIO will make adjustments to the solution based on user feedback,” she says. “I love that. I get so excited when one of my changes has been implemented.”

Gaining traction with happier users

A big technology challenge that companies routinely face is getting employees to actually use the products they buy. With RFPIO though, employees are happy enough with the product to make this a non-issue.

Tiffany keeps an eye on the usage statistics and sees plenty of evidence of the difference the tool makes, including positive feedback from users.

Multiple SMEs have also volunteered that RFPIO makes it easy to update content. Much of the positive user response can also be attributed to the sales enablement team’s consistent outreach and promotion of RFPIO and its benefits.

Between RFPIO’s performance and sales enablement’s non-stop championing, not one user has complained about the new response management process. With 300 RFPIO users in the company, a complete lack of complaints is saying something.

Accelerating the RFP process

“All of this in conjunction has helped us be able to answer RFPs quicker,” Tiffany says. Data Axle has seen a 30-50% improvement in how quickly they complete their RFPs. And they don’t just meet more deadlines now, they often beat them. Crucially, none of that speed comes at the expense of losing accuracy.

As a nice bonus, the faster process leaves the Sales Enablement team open to help out with other client-requested information and questionnaires. Prior to the rollout of the Content Library, employees would send any other client-requested information and questionnaires to a specified email address, which felt like passing them over to a black hole. Now, Sales Enablement has taken over the process and they’re able to answer around 80% of the questionnaires they receive. And they can manage about a third of all the answers themselves, without needing additional help. That leaves the SMEs more time to focus on other priorities.

Before active RFPIO engagement After active RFPIO engagement
RFP responses were often rushed and submitted just before the deadline. RFPs are completed 30-50% faster and often submitted before deadlines.
Content library grew unchecked, becoming messy and difficult to search efficiently. Assigned SMEs to rolling content reviews and implemented content management processes to reduce library size and ensure accuracy.
Responders dreaded RFPs coming in. Responders have confidence that the processes and content are reliably managed through RFPIO.
Client-requested information and  questionnaires needed to go to an e-mail address that felt like passing them over to a black hole. The Sales Enablement team has taken over the process and now answers around 80% of the questionnaires they receive.

RFPIO comes out as the due diligence review winner every year

Completely reorganizing a process like this requires a lot of work. But it has paid off for Data Axle.

Data Axle also recently launched RFPIO® LookUp in their instance. Employees can use RFPIO LookUp to respond to client questions so they don’t have to toggle between the RFPIO application and the application they’re already using. To help ensure a successful rollout of RFPIO LookUp, an internal email promotional campaign informed users about the new benefits and instructed them on how to use it.

Data Axle knows better than to get complacent. As happy as they are with RFPIO and their current process now, they’re open to change—if they see a better way of doing things.

“We do our due diligence each year on what’s out there in the marketplace,” Tiffany noted. ”But each year it’s clear that RFPIO surpasses the other solutions to meet our needs.”

“While no solution may be perfect, getting things 90% complete before exporting responses is wonderful,” she adds.

About Data Axle

Data Axle is a leading provider of data, data-driven marketing and real-time business intelligence solutions for enterprise, small business, nonprofit and political organizations. The company’s solutions and award-winning Axle Agency enable clients to acquire and retain customers and enhance their user experiences through proprietary business and consumer data, artificial intelligence/machine learning models, innovative software applications and expert professional services. Data Axle’s cloud-based platform delivers data and data updates in real-time via APIs, CRM integrations, SaaS and managed services. Data Axle has 50+ years of experience helping organizations exceed their goals. For more information, visit www.data-axle.com.

How Accruent responds to 5x more RFPs using RFPIO

How Accruent responds to 5x more RFPs using RFPIO

Customer Stories

Accruent is an SaaS (Software-as-a-Service) company dedicated to helping customers and clients with their physical space and asset management. In recent years, the company has seen notable growth as they’ve acquired other companies to increase their share in the space. They now have nine different products—all of them technical in nature.

Between all those products, the proposals team has a lot of RFPs (request for proposals) to manage and is regularly juggling several at once. According to Jack Pearce, Manager of the Proposal Team, the technical nature of Accruent’s products means the proposals team doesn’t have the knowledge required to answer all the questions themselves. But the company’s subject matter experts (SMEs) are busy people, and the team has to be cautious how much of their time they ask for.

Before Jack became the proposal manager at Accruent, he was a proposal writer. As such, he knew the company had access to RFPIO. But he never used it himself. “None of us did,” he explained. “It wasn’t really rolled out properly. No one was trained on it, everyone just thought it was another system they had to learn.”

They had some content stored in it, but none of it was organized. As a proposal writer, Jack hadn’t fully understood the value of RFPIO. But as a proposal manager, his view changed. Suddenly, he saw how much potential the tool had to make all their lives easier.

Making RFPIO’s potential a reality

In 2020, Jack embarked on a project to re-roll out RFPIO at Accruent. He worked with his colleague James May, at that time a Proposal Writer new to the organization, to better organize the content already contained in RFPIO’s Content Library. They reworked the collections the content was organized within, and created a better tagging structure. They now have nine content collections—one for each product—and another collection for security questions.

Beyond that initial project of getting the Content Library in good shape, they make a point of performing ongoing content maintenance. Whenever James—now considered the company’s resident RFPIO guru—isn’t busy working on an RFP, he devotes time to cleaning up the tags, makes sure the moderation queue is at zero (or close to it), and works with SMEs to keep all content up to date.

RFPIO is now central to Accruent’s RFP process

The proposals team now knows to start the RFP process in RFPIO, and to complete as much of it as they can using the content available. That creates a better relationship with the company’s SMEs, who now know that anytime the proposals team asks for their help, it means they’ve already done as much as they can on their own. Even better, they know each answer they provide will go in the Content Library, saving them that much more time on future RFPs.

In addition to the Content Library, the team also gets a lot of value from RFPIO’s collaboration features. Between everyone involved in the proposal process, they often have 3-8 SMEs working on RFPs at a time. Enabling efficient communication between the various people involved is important.

Before RFPIO, “Every time someone didn’t like an answer, we’d have to have a call about it,” explains Jack. “Now we just use the comments function in RFPIO to facilitate that conversation.” That makes for a more efficient process, and keeps all the correspondence in one place.

The proposals team aren’t the only ones who feel the difference. Chris Low, a Senior Account Director at Accruent, has also shared his feelings on the change: “RFPIO and the processes the team created around it make collaborating with our amazing proposals team even easier. From a simple intake form, to answering questions at a canter with the library, it’s been a huge help and certainly attestable to winning new business.”

The result: submitting more RFPs, with more confidence

With the help of the Content Library in RFPIO, the proposals team is now able to complete around 50% of all RFP questions on their own. That increases efficiency to the degree that they’ve gone from working on 5-6 live RFPs at a time to tackling 15-25 live projects at once. “That is simply because we can do more because of the platform,” Jack says.

Completing more RFPs has also made them better at determining which ones are worth their time. In practice, that has meant fewer no-gos than before. “It’s given us the confidence to take on more opportunities,” Jack shared.

They’ve also seen a big difference in how they handle security questionnaires. The responsibility for those has generally fallen to one person—and it was really too much work to put on him alone. Now, the proposals team is generally able to get 75% of the questionnaires completed on the first pass. That’s cut the response time from ten days to five.

Before RFPIO After RFPIO
Answering RFP questions meant asking busy SMEs to give up their time The proposals team is able to answer around 50% of all questions on their own, giving SMEs that time back
They juggled 5-6 live RFPs at a time They handle 15-25 live RFPs at a time
Security questionnaires were primarily the responsibility of one SME, and took around 10 days to complete The proposals team can answer 75% of the security questionnaire before they send it on to the SME, and they’re completed in half the time
They were limited in how many RFPs they felt comfortable responding to Replying to more RFPs has increased their confidence in which ones they believe they can win, meaning an increase in the number they submit

Jack and his team don’t mince words when they talk about the difference RFPIO has made. “A life without RFPIO would not be worth living,” he says. “It would be bloody difficult. And you can quote me on that.”

According to T.C. Kaiser, SVP – Global Solution Consulting at Accruent, “Our proposals team has a high volume of projects live and RFPIO enables them to deliver with speed while maintaining a high level of quality. Our team relies on the platform to deliver value to our organization and make the best impression with our customers.”

When it came time for Jack to make the case to superiors for renewal last year, he reports, “I said, ‘this is non-negotiable. If we don’t have RFPIO, we cannot do as much work as we do currently.’”

Not that anyone needed much convincing. The proposal process is so centered on RFPIO that people have taken to referring to the proposals team as the “RFPIO team.” According to Jack, “that is probably the biggest compliment we can give the system.”

How GEODIS is reducing SME review effort by 80% using response management software

How GEODIS is reducing SME review effort by 80% using response management software

Customer Stories

GEODIS is a leading global supply chain company, providing third-party logistics services to more than 150,000 clients in 168 countries around the world. Responding to Requests for Proposal (RFPs) is central to GEODIS business development, and is the main channel through which it attracts new clients, expands service offerings, and increases revenue.

GEODIS Americas maintains an in-depth RFPIO Content Library consisting of more than 2,000 Q&A pairs that proposal professionals use to respond to RFPs. In 2022, GEODIS Americas began an update project to refresh and consolidate information within the Content Library. The aim of this Content Library refresh project is to:

  • Reduce the effort required from GEODIS Subject Matter Experts (SMEs) to review and update Q&A pairs.
  • Ensure that the information contained in Q&A pairs is consistent, accurate, and up-to-date.
  • Win GEODIS more business through responding to RFPs with high-quality, comprehensive answers.

GEODIS Americas maintains its Content Library within the RFPIO response management tool. RFPIO has been central to the Content Library refresh project, and provides essential features and capabilities for finding information, updating answers, interacting with SMEs, and strengthening Q&A quality.

GEODIS has managed the Content Library refresh through six key steps.

1. Understand the need for a Content Library refresh

The GEODIS Content Library has become unwieldy over time. This is a natural result of incorporating information from diverse sources into a central repository. As multiple GEODIS SMEs write and respond to RFPs, their answers are copied into the Content Library to preserve their work and provide information for future responses.

This creates duplication in Q&A pairs. As SMEs create multiple responses on similar topics over a period of time, the Content Library captures each response as a separate Q&A pair, even if the answers are similar or identical. SMEs must regularly review every answer as part of an ongoing update process, including duplicates. Reducing duplication within the Content Library significantly reduces the associated SME’s time and effort.

The duplicate question overhead also exists for GEODIS proposal preparers who must decide on which of a number of possible Q&A responses is the “best” answer.

Multiple authors cause issues with the consistency and clarity of information in GEODIS Q&A pairs. Variations in writing style, depth of content, and other areas create differences in the style and tone of answers, which could be distracting when combined together into an RFP response document. This generates more rework to finesse final response documents before sending them to prospective clients.

These factors drove the need for the GEODIS Content Library refresh. GEODIS and RFPIO believe this is an excellent opportunity to use RFPIO features to find duplicates, engage with SMEs, rewrite content, and ensure consistency.

2. Use a strategic approach for a Content Library refresh

GEODIS decided to tackle the Content Library refresh as a self-contained, separate initiative to its operational proposal response work. The marketing team hired a consultant copywriter and project manager who could dedicate time and effort to lead the refresh project and work alongside the operational team.

The consultant reviewed the Content Library, using several RFPIO tool features to understand the scope and structure of GEODIS Q&A pairs:

  • The Answer Library Report for information on total questions, Q&A pair owners, review timelines, keywords, and other details.
  • Other RFPIO reports, including duplicate content, content search terms, and content usage reports.
  • Q&A tags for details of how each Q&A pair was categorized and to understand how tags could be rationalized for better future Q&A management.
  • Advanced and saved searches for filtering and drilling down into specific Q&A pairs.

This analysis led to a phased approach for the Content Library refresh, updating and consolidating individual Q&A pairs depending on how they were tagged in RFPIO. The consultant developed a project plan, style guide, SME communications, and a standard operating process for updating the Content Library.

“The GEODIS Content Library refresh would have been much more difficult and time-consuming without the RFPIO tool. RFPIO features have made it much faster and easier for us to identify duplicate content and develop a strong approach to enhance the Content Library.”

—Paul Maplesden, Consultant and Project Lead, GEODIS Content Library Refresh

3. Get SMEs and stakeholders on board

Refreshing the GEODIS Content library requires buy-in and support from SMEs and other stakeholders, as clear and effective communications are essential to a successful project. GEODIS decided on a multi-step approach to managing communications:

  • Sending out communications about the project scope and aims to manage expectations and prepare all SMEs and stakeholders within GEODIS Americas.
  • Targeting individual SMEs related to specific Q&A pair refreshes.
  • Using built-in RFPIO communication tools to provide updates, direction, and ownership for individual Q&A pairs.

GEODIS developed communications explaining the aims of the Content Library refresh, particularly reducing the time and effort required from SMEs through removing duplicate questions. In addition to emailing these communications, GEODIS took advantage of several RFPIO SME engagement features, including:

  • Investigating each Q&A pair impacted by that phase of the refresh, and emailing the owners and moderators of that pair as captured in RFPIO.
  • Using RFPIO comment and mention functions for each pair to keep everyone updated on its status.
  • Analyzing SME review cycles for each updated Q&A pair to ensure it meets company and SME needs.

This approach ensured that all SMEs knew when their Q&A pairs were being consolidated and rewritten, and let them know exactly what actions they needed to take. The consultant leading the project also provided regular weekly updates to the proposal team and marketing director to keep them informed on project progress.

4. Establish a repeatable process for updating Q&A pairs

GEODIS developed a step-by-step, repeatable process to ensure a consistent approach to consolidating and rewriting each Q&A pair. The key steps of this process are:

  1. Establish which areas of the Content Library refresh this phase should focus on. Prioritize key lines of business during a proof of concept to validate the process and secure stakeholder buy-in.
  2. Identify duplicate Q&A pairs for this phase, together with the relevant SMEs.
  3. Consolidate and rewrite information from multiple duplicate answers into a master answer.
  4. Archive old, duplicated questions out of the active Content Library.
  5. Promote and link together master answers.

GEODIS found the following RFPIO features particularly useful in developing a standard process:

  • Running duplicate content reports for an overview of identical questions and answers.
  • Reviewing content usage statistics to identify the most popular content and possible master answers.
  • Adding Q&A tags to mark and identify specific Q&A pairs for archival or promotion to master answers.
  • Carrying out phrase, advanced, and saved search queries to search and filter by multiple criteria.
  • Establishing URL links for each Q&A pair for definitive identification and tracking.

During the development of this repeatable process, GEODIS worked with RFPIO Customer Success to ensure that the process was following best practices. RFPIO offered multiple suggestions to enhance the process and to take full advantage of the platform’s tools.

“Responding to RFPs in a consistent, accurate, and comprehensive way is central to winning more business. The RFPIO tool, coupled with the Content Library refresh project, supports our growth ambitions.”

—Michelle Johnson, VP of Growth Marketing, GEODIS Americas

5. Carry out the Content Library refresh

The refresh project uses several techniques and approaches to review and then remove, update, or consolidate each Q&A pair within the library as part of a phased approach.

Identify all Q&A pairs related to the specific topics in each phase

Q&A pairs were reviewed and updated by area, as captured in RFPIO. These pairs were identified and analyzed through:

  • Tags assigned to each Q&A pair within RFPIO.
  • Advanced searches, filtering, and sorting within RFPIO.
  • Titles and content of each question and answer.
  • Owners and SMEs for each Q&A pair.

Update communications were sent to all relevant SMEs and stakeholders through this process.

Decide on removal, update, or consolidation of each Q&A pair

Once all Q&A pairs were identified for a specific topic, the project management lead consolidated answer information from each Q&A pair into a master document. This master document was updated based on several best practices:

  • Consolidates information from several duplicated or substantially similar Q&A pairs into one “master” Q&A pair.
  • Rewrites answers to ensure a consistent approach, style, and tone both within and across Q&A pairs.
  • Ensures that master answers comprehensively capture all of the relevant information from the original Q&A pairs.
  • Updates information back into RFPIO and marks that Q&A pair as a “master answer,” using tagging and titles.
  • Removes any related Q&A pairs so that only the master Q&A pair remains.

Use RFPIO tools to manage the consolidation, archival, and promotion of Q&A pairs

GEODIS used several RFPIO tools to manage Q&A updates:

  • Tagging Q&A pairs for promotion to master answers or for removal and to ensure correct and consistent tag usage for master Q&A pairs.
  • Archiving of duplicate or similar Q&A pairs into an archive collection to remove Q&A pairs from the active library while preserving them for historic reference purposes.
  • Updating the “Alert Text” associated with each Q&A pair to notify SMEs of its status as an archived or master answer.
  • Adding in alternate questions for better searchability for proposal preparers.
  • Including URL links within each answer for cross-references between related Q&A pairs within the RFPIO tool.
  • Linking related answers together through the RFPIO “Related Answers” function.
  • Reviewing content owners and moderators for the master Q&A pairs.

Complete the Q&A pair rewrite for that phase of the Content Library refresh

Following the update of Q&A pairs in each phase, GEODIS closed out that part of the Content Library refresh through some final steps:

  • Updating the SME review cycle for the new, master Q&A pairs.
  • Mentioning SMEs within the RFPIO comments for each master Q&A pair and requesting they carry out an initial review for the updated and rewritten content.
  • Understanding any lessons learned from that part of the project.
  • Finalizing any communications with SMEs and stakeholders.
  • Moving on to the next phase of the Content Library refresh.

6. Show the value of the Content Library refresh

GEODIS has primarily tracked the effectiveness of the Content Library refresh through the reduction in the number of Q&A pairs that SMEs need to review. Due to the number of duplicate Q&A pairs, SME review cycles, and the content in each answer, reducing the number of pairs directly correlates with reducing the time, effort, and cost of SMEs reviewing those pairs.

To date, GEODIS has reduced the number of Q&A pairs in RFPIO by almost 80%.

Subjects with the Highest Percentage of Q&A Pair Reduction
55% 80% 82% 85%
Safety and materials handling CSR and sustainability Employee training and inclusion Business continuity

GEODIS expects to maintain a Q&A pair reduction rate of between 70% and 80% over the life of the Content Library refresh project. At the lower end of this estimate, this means it’s likely that the current Q&A library would be reduced from 2,000+ pairs to around 600. On average, it’s common for RFPIO customers to reduce Q&A pairs by 50-70% after their initial review of all Q&A pairs in their libraries.

Anecdotal feedback from SMEs and proposal preparers has also been very positive, with comments on the quality and comprehensiveness of the master Q&A answers within the RFPIO tool.

“Our team of 200 subject matter experts has a full-time job on top of supporting content in our answer library of 2,000 question/answer pairs. Both of these jobs are important to maintain and grow our business. Minimizing the content assigned to them for review is a top priority. The library refresh project, supported by the RFPIO tool,  minimizes their content reviews, enabling them to spend that time creating quality updates. Its’ a ‘win’ for them and GEODIS.”

—Penny Lane, Senior Proposal Manager, GEODIS Americas

On track for a best-in-class Content Library

GEODIS originally selected RFPIO as its RFP response tool for several reasons:

  • Ease of use and administration, particularly for SMEs across multiple business areas.
  • Robust integration with existing tools, operations, collaboration, and review processes.
  • Quality and range of features, documentation, and support.
  • Content management, search, and reporting capabilities.

These same qualities and features have proven central to the Content Library refresh, as shown in the table below.

Before RFPIO and Content Library Refresh After RFPIO and Content Library Refresh
Difficult to administer and prepare RFP responses due to inconsistent information and variations in tone and content of RFP answers. RFP answers have a consistent approach and style, with each containing comprehensive information on specific areas.
Duplicate or similar answers to questions make it challenging to choose a “best” answer for an RFP response. Consolidation of duplicate answers creates a single master answer for each area that reduces the effort required to prepare RFP responses.
SMEs must spend considerable time and effort reviewing substantially similar content across multiple, duplicated RFP answers. Reduction in the number of answers on specific topics has radically reduced the time and effort required as part of the SME review cycle.
The quality of RFP responses was based on substantially varying input from multiple sources and authors RFP response quality has improved due to stronger tagging, searching, filtering, and other RFPIO features.

GEODIS continues to work alongside the RFPIO business to continue building its Content Library into a best-in-class resource.

To learn more about how RFPIO can power content governance for your sales processes through intuitive collaboration and intelligent deduplications features, schedule a demo at www.RFPIO.com.

DDQ vs. security questionnaire

DDQ vs. security questionnaire

Selling & Enablement

From content to timing, confusion often surrounds the differences between a due diligence questionnaire (DDQ) and a security questionnaire. Read on to learn the nuances of each document to improve your responses and win that next deal.

What is a DDQ?

A DDQ stands for due diligence questionnaire. Organizations send them to mitigate risk before entering into an agreement with another company. It is a formal document designed to establish whether a vendor complies with industry and/or customer standards or needs, including how the vendor manages its own network and cybersecurity protocols.

Unlike an RFP, a DDQ is not as much about competitive evaluations. A DDQ is all about compliance and business practices.

What is a security questionnaire?

Much like it sounds, a security questionnaire is sent to potential vendors to determine whether their security protocol meets the issuer’s standards and legal requirements. Security questionnaires are technical and usually highly complex, however most questions are “yes” or “no” rather than narrative.

Note that neither DDQs nor security questionnaires are sales documents.

DDQs vs. Security Questionnaires

Now that you know the definition of a DDQ, let’s get into how security questionnaires are unique, along with a few similarities they share with DDQs.

Common industry

Any organization can issue a DDQ, but we see them most in the financial services industry. Security questionnaires are primarily used by organizations operating in technology—either hardware or software.

Market evaluation

Much like a DDQ, a security questionnaire will not be used as a method of evaluation between vendors. Although, if an organization throws an RFP (request for proposal) into the mix, then both questionnaires play a role in market comparison.

Because a security questionnaire is not a competitive evaluation, the issuer won’t spend time performing a security review with more than five potential vendors. It’s completely different from responding to an RFP, which may be sent out to tons of vendors to cast a wide net.

Issuing departments

Usually, a security questionnaire comes from a security department (infosec, IT security, cloud security, etc.). While a DDQ will not necessarily come from that department—marketing, client services, or compliance teams frequently send these documents to responders.

Sales timing

Security questionnaires and DDQs typically show up early in the sales cycle. They may come in when an organization is trying to set you up as the vendor of choice or before it’s time to renew. Before you can become their new vendor, they need to make sure you’re compliant. If you’re an existing vendor, they might need to ensure you’re still compliant.

Even when you become their vendor partner, you might see a due diligence questionnaire again and again. Especially in the financial services industry, DDQs are sent to vendors annually—even quarterly—so make sure you’re up to speed on industry regulations.

Document types

A security questionnaire is predominantly an Excel spreadsheet. A DDQ could be a spreadsheet, but about 70% of the time, this questionnaire lives in a Word document.

Question types

Security questionnaires tend to be a standard set of questions, where you answer some variation of a yes/no answer in a drop down. You might need to add some commentary to back up your answer. While there will be some black or white questions in a DDQ, there is also room for interpretation and creating a narrative.

Succeeding with Security Questionnaires and DDQs

To knock content out of the park with security questionnaires and DDQs, naturally, the best technique is accuracy. With that top of mind, here are other tips to help you succeed as a responder.

Security Questionnaires

You have a lot less room to knock this content out of the park. Your data is encrypted or it’s not. You either have the firewall or you don’t. It’s not about how you implement the firewall, it’s simply: Do you have the firewall set up?

Stick to the facts

Obviously, one thing you don’t want to do is lie. Let’s say you are asked if you check your disaster recovery plans every 60 days. If your process is checking disaster recovery plans once a year, don’t say “yes.” They will find out 60 days later when you don’t meet their requirements.

Time to completion

Time to completion is a really good thing to shoot for with security questionnaire responses. You’re usually still in an evaluation process where you might be the vendor of choice or you’re one of two choices.

DDQs

Similar to an RFP response, there is more room for creativity with your DDQ content. However, don’t respond to a DDQ exactly as you would to an RFP. Before you respond, consult with the correct SMEs (subject matter experts).

Early stage advice

If you receive a DDQ in the early stages of the sales cycle, this document might be their vendor filtering method. DDQs are not the time for a sales pitch. Instead, consider showing your strengths with compelling and (most importantly) accurate narratives showing compliance. Late stage advice

During the late stage of the cycle, your DDQ might be a recurring document you respond to with an existing client, or it could be in addition to a DDQ you’ve already answered. Get straight to the point and ensure accuracy to show you are still in compliance.

Next steps

If due diligence questionnaires are a regular part of your sales process, response software for DDQs, such as RFPIO, makes answering them a whole lot easier. Your RFPIO Content Library can answer many of a DDQ’s questions with a few clicks.

RFPIO can help you increase DDQ and security questionnaire accuracy and efficiency.  Demo RFPIO today to support your sales process.

Sales vs. Presales: What’s the difference?

Sales vs. Presales: What’s the difference?

Presales

Closing a sales deal is a big win. And that’s especially true for businesses selling complex products to other businesses. It takes a lot of work to reach the point where a team of buyers is ready to invest in your product. As you navigate the sales journey, you may find yourself wondering what is sales vs. presales?

But beyond the point where a prospect says “yes,” a sale could still go wrong. If a new client has trouble making your product work with the technology and systems they already use, then the hard work your salespeople put into landing that deal could be wasted. To avoid that, many companies now have multiple teams involved in the sales process: the traditional sales team we’re all familiar with and presales professionals who play a crucial role.

But for anyone new to the concept of presales, or still trying to figure out where a presales team would fit in, you may wonder what the difference between sales vs. presales actually is.

Sales vs. presales: The short answer

The main difference between sales and presales is that sales is responsible for developing customer relationships. In contrast, presales is involved in helping with the technological side of the sales process. Sales is concerned with the customer fit—ensuring a lead falls within your target audience and is likely to buy. Presales is concerned with the solution fit—ensuring your product is a good solution for the customer’s pain points. 

While the two roles are distinct, they’re both important. 

What is presales?

The B2B sales process is long, complicated, and often too much for a salesperson to handle alone. A presales team takes on a number of steps to allow the sales team more time to focus on building the relationship with prospective customers. 

In particular, presales engineers handle parts of the sales process that involve advanced technical knowledge. It’s their job to understand the product well enough to grasp precisely where it will fit into a customer’s tech stack and answer any technical features and implementation questions. Your typical sales representative doesn’t necessarily have the specialized training for that. Presales enables them to do their jobs more effectively and ensures they don’t inadvertently mislead customers about technological features they may not understand. 

Common presales responsibilities

Each company can work out how to break down responsibilities between sales and presales. There’s no one right answer here. But to give you an idea of the kind of work presales professionals typically take on, some common responsibilities include:

  • Sending discovery emails
  • Setting up and/or joining discovery calls
  • Hosting demos
  • Providing proof of concept
  • Drafting sales proposals
  • Working on RFPs (requests for proposals)
  • Completing security questionnaires
  • Helping with instance configuration and setup
  • Building documents for sales and other teams that support a seamless transition

Presales may work alongside a sales representative on some of these tasks, and take on others independently. You’ll want to create a clearly defined presales process that outlines their responsibilities and priorities.

What is sales?

Sales is responsible for gaining a lead’s trust and convincing them that they’re in good hands if they choose your product. They’re in charge of the process’s more persuasive and personality-driven parts. The work presales does leaves the sales team with more time to focus on their primary job: building relationships with prospects and convincing them to buy.

Common sales responsibilities

In some companies, sales representatives may be involved or in charge of some of the tasks listed above. But generally, their most important responsibilities are:

  • Performing prospecting work to identify clients who are a good fit for your product based on factors like budget, size, and need
  • Deploying negotiation tactics to prime prospects for a sale
  • Closing deals
  • Providing ongoing support to customers to keep them happy after purchase (and drive retention)

That list may look short at a glance, but each responsibility is a big one that takes a lot of time and work. By taking on a portion of the sales process, presales ensures sales representatives have the time they need to successfully tackle each step. 

Defining the rules of engagement for presales and sales

Collaboration between sales and presales is key to both teams accomplishing their goals. But you must ensure both teams understand when and how to work together. For that, define clear rules of engagement to avoid any confusion around who’s responsible for what. 

Think through every step in the sales process. Then create clear guidelines for who should be involved in each step, along with instructions on when and how to bring others into the process to fulfill their roles. You can break this down based on the stage in the sales process, the type of customer involved, and/or specific types of sales tasks. Make it clear to sales when they should be reaching out to presales to help with something and vice versa. 

Clarity here ensures people are in charge of the tasks they’re best suited for. And it helps you avoid conflict that can arise when there’s confusion around who’s responsible for what. Both teams depend on each other for success, so you want a system that makes cooperation seamless.

Technology enables sales and presales collaboration

A strong, well-defined process is the best way to ensure sales and presales work together effectively. But the right technology can make collaboration easier. RFPIO provides RFP software that helps sales and presales teams work better together. The content library lets you track common questions you receive from prospects, then easily save and access the best answer to each one. The internal communication features enable natural handoffs between team members and helps you keep customers from falling through the cracks. And RFP automation features cut down on hours of work spent on proposals and answering questions.  

Are you ready to build a better process for aligning sales and presales on content and engagement? Schedule a demo to see how RFPIO can help.

 

Using automation to drive presales productivity

Using automation to drive presales productivity

Presales

When a prospect has a question that requires technical knowledge, it almost always falls to a presales engineer to answer.

It’s your job to fill in any gaps in knowledge the sales team has and make sure every prospect has the answers they need. But at many organizations, the number of people that have the mix of technical knowledge and sales skills to answer those questions doesn’t match the level of need.

That leaves the presales team scrambling to balance an overwhelming list of responsibilities. And taking your time rarely feels like an option—a slow response could put an important deal at risk. As a result, many solutions engineers and other presales professionals feel relegated to checking off an unending list of in-the-weeds tasks instead of building toward strategic relevance—for customer expectations and revenue generation. Somehow, you need a way to do more with less.

There are many tools designed to help presales increase productivity. Some of my favorites include:

  • Vivun: AI platform helps track everything presales does to influence sales and product development.
  • Consensus: Next-level video-creation platform helps increase customization and interactivity.
  • Demoflow: Demo management tool helps make even the most complex demo appear seamless.

Then, of course, there’s the underlying presales automation that makes it possible to efficiently work with the knowledge that drives all of these other applications.

3 ways to use presales automation

The work the presales team does is integral to the sales process, and the specialized skill set required means no one else can do it. But that doesn’t mean there’s no way to take the load off.

Think about it: a lot of the work you do now is redundant. How many questions do you field that you’ve already crafted a perfect answer to in the past? How often do you return to a familiar script during a demo? And how much time do you spend on lengthy proposals that ask many of the same questions? You’re probably pretty tired of repeating yourself.

A smart approach to presales automation can save you from all that repetition in a few main ways.

1. Use AI-powered knowledge management software to make answers easy to find.

A lot of the answers you’ve given before exist somewhere—maybe as one of thousands of emails in your sent folder, or in an old demo recording no one’s bothered to revisit. If finding it takes more work than starting from scratch on a new answer, you’ll just end up doing the work over again.

So start capturing that content in a knowledge base. Knowledge management software employs AI to make the best answers accessible the moment they’re needed. For presales engineers, that makes it easier to find content you’ve created each time you need to re-use it for a new customer query or demo preparation.

But beyond that, all your answers become accessible to other internal teams as well. When a sales representative encounters a question too technical to answer on their own, instead of automatically coming to you, they can check the knowledge base. If the answer they need is there, they won’t need to involve presales at all. A self-service option makes their jobs easier, which helps improve the overall relationship between sales and presales.

The same thing goes for the customer support team. With the right knowledge management functionality, they can provide accurate answers to technical questions without having to wait on you. That means faster responses, a better customer experience, and less work for presales.

2. Automate proposal development.

Proposals are frequently an important part of winning new deals, but they take hours of work to complete. Some of the proposal process should be personalized. Customization is a big part of setting yourself apart from competitors and proving your product’s worth. But often, the time it takes to complete a proposal at all means you’re scrambling to cover the basics, leaving little time leftover for the personal touches that increase win rates.

When you have a solid knowledge management system that is accessible from all the software applications where presales engineers already work, you can offload a lot of proposal creation to automation technology. Software can recognize which questions it has seen before, pull from the stored bank of answers, and fill relevant information in automatically. Then all you need to do is review the answers for accuracy, and focus on the parts of the proposal that benefit most from customization.

According to the 2021 RFPIO Benchmark Report, 84% of companies that use RFP software spend more time personalizing proposals, and still submit 43% more proposals than companies that don’t. By bringing automation into the process, one RFPIO client cut a proposal process that typically lasted around a month to one that takes a week and a half and requires fewer people.

3. Automatically gather data on the process.

When you’re in the thick of doing work day after day, it’s hard to see the processes and tactics you’re using clearly. And creating extra processes to track and monitor your actions and results would add more to your already overwhelming workload.

The software you use to do your job each day can automatically track data on how you work, what types of resources you use, and how that all ties back to the results you get. Technology can monitor processes and output to identify common bottlenecks. If proposals or deals are typically held up because of something preventable, tech can help you catch it and change things. Technology can also spot trends in which proposals you typically win and lose, and give you a better idea of which are worth your time.

And all that tracking happens automatically in the background, so you don’t have to do anything extra in your job except review analytics for insights.

Automation provides room for innovation

The idea of trusting technology to do tasks you’re used to doing yourself could feel risky at first. You’re in this role because you have specific skills and knowledge that no software product can replicate. The value of automation isn’t that it replaces those specialized skills—it doesn’t—it’s that it helps you do your job more efficiently and effectively.

When you cut down on repetitive, tedious tasks, you win time back for doing more of the work that only you can do—the kind that involves creativity and leads to innovation. The result is a more successful sales process, better relationships with other internal teams, and more space to do the work that provides satisfaction.

If you’re ready to increase presales productivity while improving morale, schedule a demo today.

Company wiki: How to decide if it’s right for your business

Company wiki: How to decide if it’s right for your business

Content & Storytelling

A prospect sends over a question and you know you’ve answered it before. You already took time getting the answer just right. Now you either have to dig through old emails and notes, or try to recreate that answer. Either way, you’re wasting time duplicating work.

That’s frustrating from an individual perspective, but consider how many other employees have gone through this exact same process—some for that same question. In a recent analysis, Asana found that employees spend over four hours a week on this kind of duplicate work.

One way to get some of that time back is a company wiki.

What is a Company Wiki?

A company wiki, sometimes called a corporate wiki or business wiki, is a type of software that serves as a central repository of company knowledge. It works much like Wikipedia, the most widely known wiki example, in that anyone in the company can contribute. Employees can add articles as new information arises and questions come up, and can edit the information already there to improve accuracy.

54% of professionals said they spend more time searching for documents and files they need than responding to emails and messages. Wakefield Research

4 Benefits of a Corporate Wiki

1. It saves time.

Every minute an employee spends on a work task is one the company’s paying them for, so efficiency matters. In a survey by Wakefield Research, 54% of professionals said they spend more time searching for documents and files they need than responding to emails and messages. A wiki gives employees a faster way to find the information they need, giving them back time for work that’s more valuable.

2. It makes knowledge creation democratic.

Anyone at the company can add information to the wiki, or update an article to improve accuracy. A wiki isn’t a top-down approach. Information about products, processes, and common customer questions can come directly from the people whose jobs are most connected to that knowledge.

3. It enables knowledge sharing.

Someone in your company has written the best possible response to a common question. That response shouldn’t get lost once they press “send” on an email. A wiki allows you to capture every valuable piece of knowledge someone in the company produces so that others can take advantage of it.

4. It supports employee onboarding.

Finding the right candidates is always a challenge, but harder in 2022 than usual. When you find the right hire, you don’t want to lose them. Yet many companies fail to start the relationship right, with 58% of respondents in a Nintex survey saying they’ve encountered broken onboarding processes. 55% specifically mentioned issues accessing the tools and documents required to do their jobs. A well organized wiki collects the main training materials they need in one place so they can start doing their jobs faster.

How Can Companies Use a Company Wiki?

A company wiki can benefit employees across departments. For the customer support team, it provides a central repository of the best responses to common customer questions and issues. For the sales team, it can be a good place to store up-to-date sales enablement materials that make it easier to close deals. And as already mentioned, it’s a great place to keep the information that new hires need to get up to speed during the training process.

Go Beyond a Company Wiki: Get an Internal Knowledge Base

While a company wiki can offer a lot of benefits, it’s not necessarily the best tool for the job. You can get everything a company wiki offers and then some by investing in an internal knowledge base.

A good internal knowledge base offers:

  • Knowledge management features – Recording knowledge is just one part of the equation, you also need it to be easy for the right people to find when they need it. An internal knowledge base has features to aid in organization and findability, such as tags, collections, custom fields, and advanced search functionality.
  • Official department-specific content – There’s a downside to the democratic nature of wikis. When anyone can edit a page, you could end up with information that’s inaccurate or outdated. With an internal knowledge base you can make sure that all information is pre-approved by the right experts, and also organize it by department so employees can find the right information for their needs.
  • Top-level security features – A knowledge base software that promises high-level security features is one you can use for sensitive content like proprietary knowledge and legal information. And if it offers user permissions, you can make sure employees only have access to the information they need, keeping internal data more secure.
  • Collaboration features – A knowledge base with collaboration features allows you to communicate in the same tool where the information lives. Employees can tag each other and add comments.
  • Broad compatibility – An internal knowledge base that works seamlessly with all your other main tools will be much more useful (and more used). You can easily pull in content you’ve already created, and ensure employees can access knowledge from the tools they already spend their time in, like Slack, Google Chrome, and Microsoft Office.

RFPIO promises all these features to aid in knowledge management, and goes a couple steps further. It uses AI technology to make finding information the moment it’s needed even faster, and makes your proposal team’s lives easier by automating much of the proposal process. Additionally, you can give all frontline responders access to your company’s best knowledge in RFPIO’s Content Library with RFPIO LookUp. Using RFPIO LookUp, they can securely search your Content Library without having to toggle out of their browser or CRM.

All of that adds up to more knowledgeable employees, countless hours saved, and a higher win rate on sales and proposals. To learn more about how to gain those benefits, set up a demo today.

What is an RFP?

What is an RFP?

Selling & Enablement

RFP stands for request for proposal, but it’s so much more than that. It’s a plea for help, a clue to problems that need solved, and an opportunity to build pipeline. This article will take you from asking, “What is an RFP?” to knowing how to use RFPs to drive revenue in less than 1,500 words. Buckle up.

First, an assumption: If you came here because you want to know what an RFP is, then I’m guessing that a high-value target has decided to issue an RFP to find a solution to a problem you feel strongly about solving. When that target finally understands that you’re the answer to their problem, then you’ll pick up a sizable chunk of business. Now you just have to play the RFP game.

(Just in case you’re here because you want to know how to issue an RFP, check out this article instead.)

What is an RFP opportunity?

There are essentially two types of RFP opportunities: solicited and unsolicited. Solicited means that you’re invited to play the game. Unsolicited means you have to crash the game. You have a better chance to win when you’re invited.

That reminds me. There’s a fair bit of jargon in the RFP world. Here’s a short glossary of some common terms you’ll encounter often, including in this article:

  • RFP issuer: The organization that sends out the RFP. They have a problem, and they’re willing to pay someone to solve it, within certain parameters.
  • RFP responder: You.
  • RFP response: How you answer the RFP.
  • RFP proposal: Your response to the RFP.
  • RFP Q&As: Most RFPs present a number of questions that responders must answer. This section makes up the lion’s share of your proposal.
  • RFP win: You were selected by the issuer to solve their problem.
  • RFP loss: Happens to the best of us.

Back to more on “What is an RFP opportunity?”…While you can still win an RFP if you submit an unsolicited response, the odds are against you and you need to take an honest look at whether or not it’s worth it to respond.

RFP responses are not easy, even when you’re invited to partake. If you’re lucky enough to be alerted to an RFP on the day it’s issued, then you’re likely looking at a 3-6 week window to compose your response. Rarely are you so lucky. Sometimes it’s brought in with notice of a week or less, putting you on a tight deadline. The number of hours you’ll have to commit to building a proposal during that time will be determined by, among other things, team participation, content relevance and access, and how much you have to rely on manual processes to complete the response.

Now that you understand what an RFP is and the opportunity it presents, you need to put yourself on a path to respond only to those RFPs that you can realistically win. If this is one of your first RFP responses, then it could be a rabbit hole of unknown depths. Insert a go/no-go milestone before you go ask Alice. It involves asking yourself the following five questions:

  1. What was your level of involvement prior to the RFP being issued?
  2. Is your solution a fit (now, not at some squishy date in the future after you’ve had a chance to adapt it to what the problem calls for)?
  3. Does your price match the RFP issuer’s budget?
  4. Will winning the RFP be a strategic fit for your organization?
  5. Do you have bandwidth (to complete a competitive proposal, not to deliver your solution)?

As part of the RFP response process, you should have an opportunity to ask the questions necessary to fill in the gaps for your go/no-go milestone. Best-case scenario? Your sales team has already laid the groundwork for all of this with the issuer and it’s just a matter of taking their learnings and making them actionable.

It’s a “go.” Now what?

It’s a process deal. Doesn’t that take the pressure off?

I won’t get into the nitty gritty of the RFP process here (you can do so here if you’re ready to start now), but I will touch on the value of efficiency. Even if this is your first RFP, you’ll want to go into it as prepared as possible to save you and your team some pain and give your organization its best shot at winning.

Break down your efficiency goals into three main categories: project management, content management, and proposal quality. Before you start checking boxes under these categories, you need a team. Part of that team has likely already formed. The salesperson at the tip of the spear will be your subject matter expert (SME) for issuer-related questions and perspectives. The rest of the team will come together based on your review of the RFP. What questions need answered? Who has the answers? Who has the design and technical chops to build the proposal?

After you identify potential team members, dig into their availability and try to build a schedule to complete the response by deadline, preferably before deadline to give yourself some buffer. Then schedule a kickoff meeting with all team members to get their buy-in to process details for the following:

  • Project management: You’ll be the lead for collaboration, assigning tasks, and driving the schedule.
  • Content management: You’ll need content creators, content reviewers, and a storage system for a content library (if you’re gathering all this valuable info for an RFP, you’ll want to save it for repurposing; even if this will be your only RFP response of the year, the info will be useful for business proposals, answering prospect and customer questions, and training new hires).
  • Proposal quality: Answering RFP Q&As won’t be enough. You need to personalize the proposal to make it stand out.

Remember, the issuer is using the RFP process to identify its optimal vendor. They’re inciting competition, so you need to play to win. Second prize doesn’t even get a set of steak knives.

Beef up your sales pipeline

Now that you’ve discovered RFPs and the opportunities they can offer, you may want to evaluate how they can help you achieve your sales goals. 69% of B2B salespeople do not have enough leads in their pipeline to meet quota. Pursuing RFPs can build up pipelines fast: Globally, $11 trillion of revenue is won through competitive proposal processes (i.e., RFPs) every year.

Obviously, you’re not going to win every RFP. We found the average win rate to be 45%. However, RFP opportunities can cost as much as 5X more than traditional sales opportunities, which makes your process and your sales tech stack your best friends when it comes to response efficiency.

Automate to dominate

The optimized sales technology stack is a hot point of conversation these days. With so many RFP automation software solutions, it’s easy for sales teams to overspend on solutions they barely use. A recent Harvard Business Review article cites a survey where 62% of B2B companies were not satisfied with their sales technology return on investment. It also found that:

“The winning companies in our analysis were 1.4 times more likely to fully deploy sales technology tools and 1.9 times more likely to fully integrate them…By taking the time to embed these technologies properly into its sales processes, the [SaaS] company was able to increase revenue growth by 200 basis points within a few weeks.”

RFP automation offers a massive competitive advantage for responders. It saves time, improves proposal quality, and helps companies create their best work by activating their company knowledge. Companies with RFP-specific technology responded to 43% more RFPs in 2020 than those without a designated RFP tool. “With RFPIO, I would say we have increased our win rate by 15%,” said Grégory Saive, IBA global director of sales support and tender management,

But it has to be the right RFP software for your sales tech stack. It has to be able to manage your entire response process — from building proactive proposals to answering prospect and customer questions on the fly and responding to questionnaires — while integrating seamlessly with the other applications you rely on, such as your CRM, communication, and cloud storage solutions.

What’s next? Demo.

We started with “What is an RFP?” and made it all the way through to the value of RFP automation. Once you win one, you’re going to want to win more. Since I’m almost at my promised 1,500-word cap, I’ll wrap it up with a tip on your next step: Schedule a demo. It’s the fastest and easiest way to find out if RFP automation is right for you. Even if it’s not, you’ll get some valuable response tips from our process experts.

Corporate wiki vs internal knowledge base: Which is better?

Corporate wiki vs internal knowledge base: Which is better?

Content & Storytelling

Wikipedia is the primary resource hosts Jason Bateman, Sean Hayes, and Will Arnett cite in their podcast, Smartless, when interviewing a veritable who’s who in entertainment, sports, and journalism. It’s a must-listen podcast, IMHO, but not because the hosts actually rely on Wikipedia as their source. The use of Wikipedia is an inside joke because one or more of them usually knows their “surprise” guest quite well. As a result, the interviews are funny, insightful, and loaded with personal anecdotes and nostalgia.

What would happen to Smartless if Jason Bateman decided to forego podcasting for more directing opportunities? Could Sean and Will fall back on a wiki or internal knowledge base where Jason had the opportunity to upload his insight into interviews with Erin Gray, Ricky Schroeder, or Alfonso Ribeiro? (Try a reference that’s timelier than “Silver Spoons,” RD.) How about interviews with Laura Linney, Jason Sudeikis, or Rachel McAdams? Comparatively, they’d fall flat without Bateman’s personal knowledge and relationship with those guests.

In the real world, where we all do business with people who haven’t starred in a movie, sitcom, or Netflix series in the past 40 years, falling flat due to ineffective knowledge sharing means not meeting customer expectations, not having answers to prospect questions fast enough, or giving wrong or outdated answers in proposals. It’s costly and embarrassing. It’s also avoidable.

Businesses looking for knowledge sharing tools often end up deciding between two options: corporate wikis or internal knowledge base software. While they may seem similar, they’re actually quite different. In this blog, we’ll break down the differences between company wikis and internal knowledge base software to determine which is the best for your business.

What is a corporate wiki?

A corporate wiki is developed using an open source model. This means that anyone can submit edits or gain access. Although touted for being “collaborative,” they are not always reliable because anyone can make changes and include inaccurate information. Democracy works in politics and when making decisions with your fellow lifeboat occupants. Crowdsourcing worked for Tom Sawyer and tells you if police are ahead on Waze. Neither are good fits for business content.

As far as knowledge sharing is concerned, corporate wikis follow the rules of the jungle. While they certainly encourage greater employee involvement, power users tend to elbow out the specialists. They also get out of control fast. It’s an environment where content seeds are planted and then vines grow depending on what’s most popular or controversial. Without any strategy or rules in place, old vines don’t get pruned, some seedlings get overshadowed, and Barry from engineering starts every edit with, “Whoever wrote this is an idiot. The correct answer is…” Not the sort of collaborative vibe you were hoping for.

What is an internal knowledge base?

An internal knowledge base exists in a self-contained solution designed to streamline access, creation, and review of your business content. Unlike corporate wikis, internal knowledge bases have verified writers, so that all team members using the knowledge base can feel confident that the answers they are finding are accurate. Whereas wikis are open to any user creating or editing content, internal knowledge bases are read-only. If the corporate wiki is the jungle, then the internal knowledge base is a curated nursery.

Structure and strategy are the two biggest differentiators between corporate wikis and internal knowledge bases. Within an overarching content strategy developed for the internal knowledge base, writers create and edit content based on a schedule, which is informed by data-driven insight. Tags, collections, and custom fields define its information hierarchy, making it more user-friendly and efficient to search.

Depending on how you set up your internal knowledge base, you can also gather data to derive intelligence on how it’s being used, what it’s missing, and what it doesn’t need. For example, through RFPIO, users can output an Content Library Insights Report to see which content gets used most often as well as which search terms receive very few or zero results. In the latter example, content managers can build content production plans around zero-result search terms so users will be able to find answers they need during their next search.

Creating an internal knowledge base is a 6-step process:

  1. Consolidate existing knowledge: Import your most recent sales proposals, DDQs, security questionnaires, and RFPs.
  2. Grow as you go: Add new content as products come and go, markets change, audience triggers evolve, and new departments come on board based on your initial tag, collection, and custom field structure.
  3. Stay accurate and up-to-date: Curate content to keep it fresh (corporate content every 90 days, product content every 6-12 months, and evergreen content that doesn’t change much every 12-24 months).
  4. Provide open access: Make sure everyone who needs to use the content has access to the content. Don’t get restrained by user licenses.
  5. Train your team: Even if the tool is intuitive and easy to use, set up time to train new users or else risk them never even trying it.
  6. Conduct regular audits: Don’t let the internal knowledge base turn into the wiki jungle. Keep it clean.

Learn more about these six steps here.

Why is knowledge sharing so important?

In 2020, Forrester asked more than 3,000 sales reps about their main roadblocks to productivity. Finding content or information was at the top of the list. And a McKinsey study found that knowledge workers spend 20% of their time searching for internal information or tracking down colleagues who can help with specific tasks. Time equals money, and IDC estimates that an enterprise of 1,000 knowledge workers wastes $5.7 million annually searching for information that is never found.

One more bit of bad news (I’ll end on a high note. Promise.): Knowledge workers are quitting. They are not immune to “The Great Resignation” of the pandemic. According to the New Yorker, “Many well-compensated but burnt-out knowledge workers have long felt that their internal ledger books were out of balance: they worked long hours, they made good money, they had lots of stuff, they were exhausted, and, above all, they saw no easy options for changing their circumstances.” Well, the pandemic gave them the opportunity they were looking for to simplify their life. With knowledge workers departing, organizations need to up the ante on knowledge sharing to make sure they’re expertise doesn’t go out the door with them.

Speaking of doors, knowledge sharing is also a boon for onboarding new employees coming in the door. Giving them the freedom to access company knowledge at will and in context gets them up to speed faster while making custom face-to-face training more efficient and effective (i.e., trainees can find answers to common questions in the wiki or knowledge base on their own time). A majority of HR professionals cite improved onboarding as beneficial to overall employee engagement.

As promised, a high note: Knowledge sharing encourages and rewards greater employee involvement, especially when the sharing mechanism is easy, intuitive, and trustworthy. Organizations with highly engaged employees earn about 150% more than their less engaged counterparts. So they have that going for them, which is good.

What’s better: a corporate wiki or an internal knowledge base?

Guessing I probably showed my hand too early with that wisecrack about Barry from engineering. You got it: The internal knowledge base takes the checkered flag when it comes to organizational knowledge sharing.

Its structure and the processes that support it make it a more trustworthy single source of truth, which reduces knowledge hoarding and shadow development of content that may exist in individual hard drives. And just because content is created and edited by designated writers doesn’t mean that all expertise hasn’t been tapped. Systems such as RFPIO enable content owners to automate collaboration with subject matter experts so that knowledge is captured accurately and efficiently, while maintaining consistency in message, voice, and tone throughout.

Besides, it also offers much more functionality compared to a corporate wiki. Instead of opening a new browser window or tab and navigating to the Intranet wiki, users can search content from almost anywhere. RFPIO® LookUp is a portal into the Content Library, which can be searched from Chrome like you’re searching the Internet. According to Hope Henderson at Alera Group, “We market RFPIO as our internal content Google. If anyone that’s client-facing has a question about a specific product, the RFPIO Content Library will be the first place they’ll go.”

“We market RFPIO as our internal content Google. If anyone that’s client-facing has a question about a specific product, the RFPIO Content Library will be the first place they’ll go.”
-Hope Henderson, Marketing Coordinator at Alera Group

RFPIO also integrates with CRM, communication, cloud, and other applications so users don’t have to toggle back and forth to find content. Vicki Griesinger, Director of Business Strategy, Worldwide Public Sector at Microsoft, said, “RFPIO® LookUp is available right from Microsoft Teams and surfaces content from all of our content collections without the maintenance overhead.”

With fewer writers and more controls, you might think content ends up sounding too institutional, with too few opportunities to personalize it. On the contrary. With a finely tuned internal knowledge base, prospect- and client-facing workers can find accurate content faster and easier so they’ll have more time to spend on personalizing the interaction.

Plan for unknown knowledge

In your pursuit of the ultimate knowledge repository, remember one thing: It’s going to have to change. In five years, you may need the knowledge you have now or you may not. You’ll definitely need some of the new knowledge you’re going to gain on the way.

Both corporate wikis and internal knowledge bases are updateable, but five years hence do you want to be hacking through a jungle to see what you can update? Or would you rather have the new knowledge curated and grafted onto the existing content for you so that all you have to do is harvest the fruit?

To learn more about using RFPIO to build your internal knowledge base, schedule a demo today.

See how it feels to respond with confidence

Why do 250,000+ users streamline their response process with RFPIO? Schedule a demo to find out.