I came across Lee Salz‘s site earlier this week and really enjoyed his discussion on completing RFP’s. RFP’s seem to be causing quite a bit of discussions because I’ve spoken to several Inquisix members this week about RFP’s from the “I’m the new vendor” point of view to the “I’m the trusted incumbent, why are they doing this?” point of view.

You can see all of Lee’s articles on his Sales Architecture website.

RFPs can leave you feeling powerless. Before you decide to respond to your next RFP, read this article. You can regain the power!

Superman, as strong he is, is paralyzed by kryptonite. It brings him to his knees despite his superhuman strength. Sales people have their own kryptonite called RFPs, the dreaded Request for Proposal. An RFP process doesn’t have to be kryptonite. Superman has no choice but to fight this nemesis to survive. Unlike Superman, sales people have choices.

For one, there is no law that says you have to respond to every RFP that crosses your desk. You have the right to say, “No.” Some of you are now thinking that I’m insane, but it’s true. Let me turn the tables on you for a moment. The definition of insanity is repeating the same thing over and over again and expecting a different result. If you aren’t the low price provider and you have no relationship with the prospect, how can you possibly win the business? You can’t and won’t. Therefore, sending in countless RFP responses under these conditions will yield nothing but losses. So, who’s crazy now?

Sure, when the pipeline isn’t as full as it should be, it is a natural reflex to want to pursue every RFP you can get your hands on. Yet, filling out an RFP is work. It also has a cost to both you and your company. While you are working on an RFP which you have little chance of winning, you aren’t prospecting for business that has a much higher chance of award. Look, we all get the same number of hours in our day. What you elect to do with yours determines whether or not you are successful in sales.

A couple of things you should know about RFPs. First is that there is a disconnect between Procurement and their customers (called users). Often times, Procurement authors the RFP and establishes the measurement criteria for evaluating the submissions. However, when you speak to the actual user, they say that the criteria developed by Procurement is inconsistent with their needs. Thus, a supplier is selected for a user based on flawed criteria.

Another thing you should know is that an RFP is not necessarily a commitment to make a change in provider. Some companies require that they source the business every x amount of time. Ever wonder how that RFP got in your inbox? Procurement will surf the web and pick a handful of providers to whom they will send the RFP and off it goes. It helps to know that Procurement folks are measured on their ability to reduce cost to the company. Just like a sales person’s scorecard is based on achievement of their sales quota, Procurement’s quota is based on cost reduction. The RFP that arrived in your inbox could very well be their attempt to put the squeeze on the current provider so they can show a 10% savings. Don’t kid yourself. This happens a lot!

One final thing you should know about RFPs is that they are sometimes used as a manager tactic. For example, some people are too nice to tell you “no,” so they hide behind the statement that their company only buys through the RFP process. Don’t buy that for a second. No company exclusively buys this way. Even the Federal Government, who is the most formal buyer, does not limit their purchasing to this means. Sales people, present company included, sell products and services to the Feds without an RFP being issued. It can be done!

There is also a safety net for managers when they buy through RFPs as multiple people are involved in the selection process. If the supplier fails to perform, the finger can’t just be pointed at one person. During your needs analysis discussions, you can often get a feel for who really wants the RFP, the company or the person with whom you are meeting. Don’t underestimate the fear of blame. Many managers try to stay off the radar screen so they don’t want to create risk for themselves.

Dealing with an RFP where you have a relationship with the prospect is the subject of a future article. Keeping us focused on the blind ones, as I said before, you have choices. You could just respond to every RFP. Or, you could just chuck it in the trash. Care for a third option? What if you called the Procurement person and had a conversation that sounded like this,

“Hi, I’m Lee Salz with XYZ Services. I just received your RFP in the mail and wanted to ask you a few questions so I can determine if it makes sense for us to respond. As you can imagine, we receive many RFPs and are very selective when determining to which we will respond.”

With that said, one of a few things can happen. She could give you permission to ask your questions. Or she could say, “Fill out the RFP, or not. It’s up to you.” My vote is to decline any RFP where the Procurement person won’t allow you to ask questions of them. How can you have a fighting chance to win if they won’t speak with you?

With permission granted to ask questions, what is it you need to know to decide if it makes sense to participate in this process?

• How did they get your name for inclusion in this process?
• Why is this RFP out now?
• Have they definitively decided to change providers?
• What criteria will be used to score the RFPs?
• What are the steps of the process after the RFP is submitted?

Sure, there are a ton of other questions you could ask, but this information will best help you to determine if you have a chance at winning this account. The rule of thumb is that the less information Procurement shares, the lower your chances of winning the account.

Yes, walking away from the mega-deal is hard and painful. But is this deal real or simply a mirage? Watch any Superman movie and you will see that he overcomes his kryptonite peril. Will you overcome yours? By the way, if you are a finalist resulting from an RFP submission, send me an email and ask for my Finalist Preparation tip sheet.

About the author: Lee B. Salz is a sales management strategist who specializes in helping companies build scalable, high-performance sales organizations through hiring the right sales people, on-boarding them effectively and efficiently, and aligning their sales activity with business objectives using his sales architecture® methodology. He is the President of Sales Architects, the C.E.O. of Business Expert Webinars and author of “Soar Despite Your Dodo Sales Manager.” Lee is a columnist and member of the Editorial Advisory Board of Sales and Marketing Management Magazine. Look for Lee’s new book in 2010 titled, “The Sales Marriage” where he shares the secrets to identifying, hiring, and on-boarding the right sales people. He is a results-driven sales management consultant and a passionate, dynamic speaker. Lee can be reached at lsalz@SalesArchitects.net or 763.416.4321.

Picture from Dreamspeak site.

2 great tips for freeing up a bunch of your time – from the in-box and out-box side of your desk.  First tip is from the out-box side on how to decide whether to respond to an RFP or not.  It’s tricky to tell if it’s a real RFP because they can just take SOOO much time.  What’s worse, coming in second or not having it awarded?  The second tip has really freed up my day to tackle my to-do list instead of read and respond to trivial stuff.

• How To Avoid Deals Where No Vendor Wins – Really enjoyed this post from Geoffrey. In discussions with other sales reps in various industries, there seems to be an uptick in RFPs being issued but two items stand out –
  * RFP decisions are pushed out out out. The company wants the RFP response back in 2 weeks but the decision drags drags drags. Hence the timeliness of Geoffrey’s post
  * RFPs in purgatory. In addition to new RFPs being issued, old ones are getting dusted off and sent out again. When you ask, “Why” the answer boils down to, “We’re getting ready JUST IN CASE…”
  Always a challege for a small company responding to an RFP from a F500 company when there’s no real good understanding (or belief) in whether the RFP’s really real or not.
• Improve Your Connect Rates – Absolutely spot on commentary. Emails are so easy and cheap to send that readers are bombarded by them. Therefore, they don’t read them or at best, scan thru them. I’ve even set up my BB to only accept emails from people who are already in my address book as all other emails get saved on my PC. Guess how many of them are read on my PC?

  Jim’s critical point – call & leave a message pointing out the details in your email. I’ve had a much higher connect rate when I both call (leave a message) and send an email. And as he says, “Persistence is key.”

What does your company do when an RFP shows up at Corporate and the main point of contact is not the business user or decision maker but the purchasing agent?

Here’s the situation one of the Inquisix members found themselves in. They’re new to their company while the inside sales manager is experienced. A prospect sent in an RFP to sales@company.com that nobody expected but inside sales pounced on. With the blessing of the VP of Sales (who manages both inside and outside), the inside team ran with the RFP. This blog posting is not about inside vs outside turf battles as regular readers know I’m a big proponent of inside sales. Rather it is solely about the opportunity costs of responding to RFPs.

RFPs take a lot of energy to answer. Big companies have RFP teams and knowledgebases to facilitate the RFP response. But every RFP is different and the questions not always understood. And small companies don’t have the resources to spend chasing RFPs that (maybe) have no chance of closing. In either case, why expend the energy?

So this company decided the only course of action was to follow the RFP instructions exactly and not talk to any one except the purchasing agent. The field rep protested that this was a waste of time and that any prospect expecting to seriously consider the solution would have the business users engaged. Otherwise, it was simple price shopping against a vendor the user had already picked out. The inside manager felt that going around the purchasing agent was the kiss of death.

What does your company do? Who makes the decision to respond to an RFP when the main POC is purchasing? Do you respond without question? Do you go around the purchasing agent?

My answer – you ask the purchasing agent to schedule a 30 minute call with the business users to review the proposal and clarify all the answers. If the purchasing agent declines then you have very little chance of winning. That leaves your choice of either not responding or only responding to the pricing with a low-ball to hurt your competitor.

What’s your answer?