The Other Side of the RFP: A Few Comments About The Other Side of the Process
Well, my previous article relating to an experience with consultants in an RFP got quite the reaction. Some of them were stunning, actually. ("We should actually read the proposals".....yikes!). The following article assumes that the client views the consultant as a partner and not a 'vendor.' As one wise client told me long ago, "Selecting a consultant may be the most important decision I make. I'm relying on their advice. If I get bad advice and something goes wrong, management is going to hold me accountable - not the consultant."
So, turnabout is fair play and there are things clients can do to make the process more effective from my experience (and belief system).
Creating a process that is clear for the consultants, uses their resources wisely and allows them to bring their best game is critical. Plus, the RFP process can be a lot more enjoyable and effective if you approach it with the right mindset.
Tailor Your RFP for Relevance
When you’re crafting your RFP, be specific about what you want to see in the proposals and relevant to your desired outcomes/goals. Ask for:
Relevant experiences from team members
Examples of how they’ve tackled similar issues
Case studies that showcase their problem-solving skills
The more specific you are, the better the responses you’ll get. This makes it easier to answer the RFP and allows you to evaluate who might be the best fit for your needs.
Embrace the Business Developer’s Role
Don’t shy away from the business developer! They can be helpful in making sure the consulting team shines. Just remember, they shouldn’t be the main voice of the team. Their role should be to:
Introduce you to the key players
Coordinate meetings and keep the info flowing
Help translate your needs to the experts
While their role is important, the consultants who will actually be doing the work should be the ones leading the conversation. But, let them do their job.
Use Your Sourcing Advisor Wisely (this includes your Procurement partner)
If you have a sourcing advisor, think of them as your guide rather than a barrier. In addition to the traditional advisor role, a good one will:
Help you clearly outline your needs in the RFP
Facilitate productive/strategic chats between you and potential consultants
Assist in evaluating proposals without bias
Make sure your advisor understands that you want direct interaction with the bidders and is willing to productively facilitate that process. This connection is crucial for making a well-informed decision.
Chemistry Matters
Don't simply rely on the finalist presentation to figure out what working with a consultant will be like. You’ll be collaborating closely with these consultants, so chemistry is key.
In an organized and efficient way, you (or your sourcing consultant) should schedule face-to-face meetings or video calls to interact with the team members who will actually be working on your account. Pay attention to how they listen, respond to your questions, and whether their communication style clicks with your company culture.
Do you see yourself working with them? Can you put them in front of your stakeholders, if necessary? You want to feel comfortable and confident in your partnership!
Focus on Real-World Scenarios (and share what you are trying to accomplish)
Instead of sticking to hypothetical or 'stock' questions, bring up real challenges your organization is facing. Ask the consultants to:
Share their approach to tackling these issues
Provide examples from their past experiences
Explain how they’d work with your team to implement solutions
You're not trying to get free consulting. You are attempting to get a sense of how they think about your issues. Have them briefly present to you and facilitate a discussion with you. This gives you a better sense of how they think, what they are like to really work with, and how they might handle your specific needs.
Consider a Pilot Project (in select circumstances please)
Before you make a long-term commitment, why not run a small pilot project with your top candidates? This way, you can:
See how they operate in real-world conditions
Assess their responsiveness and quality of work
Evaluate how well they fit in with your team
Adopting a few of these points doesn't have to make the process longer or less efficient for you or the consultant. Quite the opposite. It keeps them from operating in the dark, allows them to shine with relevance and can give you valuable insights to help you make the right choice.
The goal isn’t just to find a service provider; it’s to discover a true partner who can help you be successful.