The RFP/RFQ (Request for Proposal / Request for Qualifications) has been released. You are feeling good and ready to tackle this project but first we must do our due diligence. Proposals cost money and time whether you win or lose.
A Go – No Go meeting should be performed before each proposal. A firm should have a standard Go – No Go Checklist and guidelines on what qualifies a project as a go. It is beneficial to have this framework in place before an opportunity arises to minimize the emotional factor. Some of the popular questions. Do we have a relationship? Hopefully, you have established a relationship at this point. You have contacted an owner representative, or you may consider starting a relationship with the steps noted in part one of this article.
Other items to consider are How many firms are competing for this work? Do we have the resources to do this project?
Use RFI to Continue to Build Relationship
You will also want to note the RFI (Request for Information) date. This is the last day that you can ask the client questions. This is another great opportunity to learn more about your clients and their goals. The RFI will give you instructions on the preferred method for communicating your questions.
Go – No Go
If you and your team no-go the opportunity, you will have to decide if this potential client is the right type of client for your firm. If they would be a good client for you, start to position for future opportunities. Part 1 of this article discusses how to create a relationship.
If you decide to go for the project, do your homework by attending industry project meetings or setting a meeting with the owner to discuss the project and what matters most to them so you can address those concerns in your proposal. RFQ/RFP are great, but they do not tell you all the details.
Debrief
Win or lose, after the project has been awarded it is time to schedule a client debrief meeting. In my experience it is best to have this call made by your client development manager or a senior staff member and not to have the project manager on the call. Some of the questions that I like to ask are, Was our proposal on time? Did we address everything on the RFP / RFQ? How could we have improved our proposal? If it was a win, why did they choose our proposal? The feedback from a debrief should help you grow the relationship with that client, show you care, and position you for future opportunities.
Once you have been awarded a project, a kickoff meeting should be scheduled. A kickoff meeting includes an introduction to the parties involved in the project and sets the expectations for the project. This is a good time to establish a communication schedule. What milestones should be communicated throughout the project? Clarify how they would like you to communicate. Do they have a predetermined platform, prefer a direct email, or a phone call?
Another important piece of communication with clients is the client survey. The goal of a client survey is to get feedback on the experience the client had while working with your firm. This is best performed by a third party, client development or a senior staff member, not the project manager. A survey is a short list of questions that is designed to show how clients feel about their experience working with your firm and it shows that you value their feedback.
In summary, the key to developing a successful relationship and positive client experience is communication. Take the time to learn about your clients and be honest and direct when communicating how you can help them achieve their goals.
Ìý
About the Author
Ìý
Jamie Weaver is a Senior Client Development Specialist for Terracon Consultants, Inc.Ìý She has held Ìýbusiness development roles in the AEC industry for over 24 years. Jamie earned her CPSM designation through SMPS (The Society for Marketing Professional Services). ÌýJamie is also a contributing author in 2 bestselling women’s leadership books, GRIT- Growth and Upward. She has a passion for helping others succeed.