Finding the right IT consultant can be really stressful. For many of us, IT software is complicated and confusing. That's why we need a consultant in the first place. So, how can you create a request for proposal (RFP) that helps you find the right IT consultant for your company?
Here are 3 easy steps to help you choose your next IT consultant.
1. Understand when an RFP is the right choice
Before starting the RFP process, know when it makes sense to use one. Sometimes a full RFP isn’t needed and a simpler option can save time for everyone.
When NOT to write an RFP:
If you already want to hire a specific consulting firm, don't issue an RFP. Just ask that consultant to write a proposal and if it looks good, hire them directly. Don't ask other consultants to spend time writing proposals when they don't have a real chance of winning.
When to skip the formal RFP:
If you're choosing between a few known consultants, just call them or meet with them, discuss the project, and ask them to send a proposal. Writing an RFP takes time and you don't need to do it if you're just picking between a few consultants you already know. Instead, just call and tell them what you're looking for and ask them to put together a proposal. They will ask you questions to create a good proposal that fits your needs. If they don't ask questions, they probably aren't who you want to hire anyway. Then, either pick the best proposal or interview the top candidates.
The bottom line:
Don't create extra work just for the sake of it. If you're just looking at a couple of options, a full RFP probably isn't needed. A quick phone call or a few simple questions will work better.
2. Make it easy for consultants to respond to your RFP
If you decide an RFP is the way to go, think about how easy it is for consultants to respond.
Below is an example of how a badly made RFP process looks from the vendor's side.
The broken RFP scenario:
A company decides it needs a new consultant, so several employees sit down and think of everything they want and don't want and then create a bunch of complicated requirements for vendors to meet.
They send the RFP to every IT consultant they can find.
Consultants try really hard to meet all the RFP requirements and rush to meet the deadline.
The company looks at all the proposals that were submitted and compares them. In the end, they decide that some proposals are basically offering the same services, so they choose the cheapest one.
And it can get even worse. Sometimes finalists have to compete in a bidding war to see who will go the lowest on price. It's a race to the bottom.
The winner ends up doing a lot of work for very little money.
Why this matters:
Bad RFP experiences like these can make consultants think you're not worth their time, leaving you with only the worst options. Make sure your RFP uses simple language, fits the project, and is easy to respond to.
3. Focus on the desired results, not the method
If you write an RFP, in the scope of work description, focus on the result you want, not the small steps you think it will take.
What good RFPs do:
The best RFPs don't outline the exact scope of work and focus instead on the result or impact you want. For example, don't try to write the survey questions you want asked or specify the exact number of meetings or step-by-step schedule you need. Instead, explain the decisions that need to be made as a result of the work and what you don't know that you would like to find out or learn.
Why this approach works:
Good consultants are experts in different tools and approaches and you want them to recommend the best approach in their proposal. Simply put, it's easy to get stuck on the tool or method you prefer, but one of the big benefits of hiring a consultant is their fresh perspective. Make sure you stay open to suggestions during the RFP process.
How Wonit can help
Once you've created your RFP, Wonit makes it super easy for consultants to respond with professional, personalized proposals in minutes instead of days. With Wonit's conversational AI, IT consultants can create beautiful, customized responses to your RFP by simply having a natural conversation with AI. Just describe the project and get a complete professional proposal in seconds with pricing tables, project timelines, and all the sections needed.
This means you get better quality responses faster, and consultants can focus on showing their skills instead of fighting with proposal software. It's a win-win for everyone involved in the RFP process.
Get early access at wonit.ai and turn RFP responses from a multi-day struggle into a five-minute conversation.