SOCIAL CONTRACTING: Why Your RFPs Aren’t Getting Responses – and How to Fix Them Page 1

Why Your RFPs Aren’t Getting Responses – and How to Fix Them

Written by Melissa Webb

Nearly everyone in the business world has worked on an RFP in some way, whether by helping to put one

together or by responding to one. Either way, it can be a source of frustration. Why is that?

A recent Spend Matters paper, which you can download for free here, outlines the issues with the RFP process

specifically as they affect software providers, but it could really apply to RFPs in any competitive, fast-growing

field. The best suppliers in the market are busy and don't need to respond to every RFP that comes their way.

They know who their target market is, and they know how to qualify into and out of deals.

That means if the suppliers get an RFP that looks like a long, vague wish list of features without specific

information about the buyer's actual needs, it's a good bet they'll ignore it. Why should they spend hours of

precious time responding to a half-baked RFP? Not to mention the time it takes you as the buyer to review any

responses you do end up receiving. Who wants to read hundreds of long-winded responses to questions you

actually may not even care about?

In order for both buyer and supplier to benefit from the RFP process, they have to understand their

responsibilities to each other. Many suppliers will look at an RFP, decide it doesn't fit what they can offer, and

not respond. As the buyer, it's your responsibility to provide enough detail for the supplier to accurately

understand what problems you're trying to solve with the products or services being purchased. Not defining

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your business problems will ultimately lead to mismatched supplier responses where suppliers who can actually

provide what you need may not even respond, or responses you do receive won't be useful to you.

Creating RFPs that are specific, targeted and relevant to participating suppliers is a good business practice – not

only because you'll get more useful responses, but also because it creates a positive, honest relationship with all

potential partners from the beginning. Ultimately, if you want the best product for the best price, you need to

show suppliers that you're easy to work with, understand your own needs and have integrity. Once a

relationship like this is established, you're well on your way toward becoming a preferred client, which can lead

to important long-term benefits.

While improving the RFP process inevitably involves more legwork for buyers up front, technology solutions can

also help streamline the process for both parties. Traditionally, RFPs have lived on spreadsheets, but that format

isn't suited for the kind of complex, fast-paced business transactions that are increasingly common and

important to the business. Enterprises need a better way to create RFPs that are meaningful, customized and

easy to navigate for both buyer and supplier, so that everyone gets exactly what they need as efficiently as

possible.

That's why Selectica's sourcing tools focus on aligning functionality for both the buyer and supplier when it

comes to the RFP process. Our SmartSource® solutions provide a vendor portal that enables the supplier to

easily respond to requests, submit documents, upload attachments, provide information and communicate with

the buyer via message. It's technology for sourcing professionals who understand the importance of seamless

collaboration with suppliers. Try out a demo to see just how much more efficient and effective your company's

RFP process can be.

* Download this free paper now to read about cost/benefit aspects of the RFP process and how to get you the

responses you need.