If “time is money” is an age-old adage, it still rings true. Modern businesses understand this and set a goal to run as efficiently as possible. With this in mind, automation in the workflow has seen better integration in the past years and, fortunately, this includes RFPs.
RFPs, or Request for Proposals, are themselves a great way to make the most of your resources. Well, ideally.
It will depend on the quality of your output. The tricky part about this is that time becomes a factor. After all, doing things properly often means taking more time to do them.
These days though, it’s well worth considering making use of RFP automation. Thanks to the improved understanding of how these processes work, it’s now possible to integrate this software.
The best part is, and as useful as it is, it won’t be taking anyone’s job. It’s essentially still a tool that needs human input. What it offers is the ease and efficiency that busy workplaces need.
To help support our statement, we’ve compiled 10 benefits of using this software. Hopefully, you’ll consider accepting RFP automation in your processes by the end of this article.
10 Benefits of RFP Automation
1. Centralized content library
One problem that teams often face pertains to the organization of files. Much as people try, the sheer number of files often results in confusion. RFP automation software deals with this directly through the cloud.
Now, the cloud isn’t anything new. The difference here is that you’ll be using a platform dedicated to the whole process behind RFPs. In this way, you are assured services focused on making your workflow more efficient.
2. In-depth analytics
An analytical point-of-view will help you understand the reasons for certain actions. It’s one of the best ways to tackle the question of how to write a winning RFP response.
Sometimes though, the overwhelming number of details we need to keep an eye on can obscure our understanding of the big picture.
Luckily, automation software is often designed with this common problem in mind; meaning built-in analytics software tells you what you need to know when you need to know it. That sounds like a sure way of staying organized and proactive.
3. Intuitive workflow
A lot of time ends up being wasted when communication and access are scattered. Why not have everything in one place? That’s another benefit that automation software can offer.
The workflow with the automation platform gives users access to an intuitive system. The platform itself acts as a “terminal” where team members have direct access to the individuals and files they need to access.
Project managers can also assign roles to individuals. This then tells the program when to alert a particular person when it’s their turn to add to the document.
4. Improved time management
The average person only has a limited amount of energy for each workday. That means time shouldn’t be wasted on tasks that don’t require expertise.
Speed up your workflow by automating tasks that don’t need a lot of oversight. RFP automation software allows users to set auto-fill conditions. That means completing lengthy forms can take up much less time than before.
All it takes is a little calibration. Once you’re set, your RFP completion should see a drastic improvement in time.
5. Secure access options
Not everyone needs to know about every little detail. This is especially true when your projects need a certain level of security. Compartmentalization is a trait of many competitive business practices.
In addition, there isn’t any benefit to be derived by providing employees with unnecessary and extraneous information. RFP automation software allows project managers to grant and restrict access per a project’s needs.
Increase your team’s productivity by giving them only the information they need to fulfill their responsibilities.
6. User-friendly layout
There’s no need to re-learn the whole process with RFP automation software, due to the adoption of standard workspace layouts. This means less time spent on studying the platform.
As a bonus, the long-term gains imply less time spent on each RFP. With an easier layout, the team’s productivity can only improve. Which brings us to our next point:
7. Productivity-inclined workspace
The general form of the platform is intended to support function. That means each detail is oriented with efficiency in mind.
From the integrated drag-and-drop function to the automatic alerts; simple solutions to a common problem that plagues work teams.
Make the most out of the opportunity by learning all the added functions of the platform you choose. The workspace offered by automation platforms will allow users to focus on what’s important.
8. Easy file collation
Have an easier time combining all the necessary files into one comprehensive document. That’s thanks to pre-approved templates and resources dedicated to content packaging. This means the faster output of higher-quality, comprehensive RFPs.
This also means that any team member can fill in the blanks. Necessary package components can be pre-determined and prepared for immediate integration into the mother file.
Additionally, users can also use the templates as a guide for compliance. No need to keep returning these for review.
9. Assured consistency of outputs
One problem when working as a team is consistency. It’s an unavoidable issue, considering how many people may be involved in the process. Well, it used to be unavoidable.
These days it is perfectly possible to assure consistency through software. RFP automation platforms have this feature readily available to users.
Gone are the days when project managers have to oversee every little detail; allowing managers more time to work on other priorities.
10. A decrease in overhead expenses
Time is money as you well know. Capitalize on that fact when you can ensure a speedier turnover of documents.
The implications of this new efficiency are many and varied. With less time spent on each output, employees are able to work on other projects. Additionally, this ensures that deadlines can be met.
Overall, the end result is that operating expenses will make more sense in the long run. Think of it as an investment for the benefit of the whole company.
Again, this is a long-term investment that will prove to be well worth your time. Working to improve your company’s efficiency over time means more bang for your buck.
After all, efficiency is a sought-after operating style for any company wishing to remain competitive and viable.
Dan has hands-on experience in digital marketing since 2007. He has been building teams and coaching others to foster innovation and solve real-time problems. Dan also enjoys photography and traveling.