The Request for Proposal (RFP) process is a pivotal yet complex component of website development. RFPs are generally considered a necessary evil both for the organizations that issue them and the agencies selected to respond.
But the process can be improved! In fact, we believe the RFP process can be a positive experience for all involved.
That’s why we want to help organizations avoid common mistakes to ensure they select the best partner for their website needs. And who better to guide you than your digital BFFs!
In our inaugural Around the Campfire episode – a new vodcast series focused on a variety of digital topics and featuring our Northwoods experts who provide insights, tips and guidance – Jim Brophy, group director of digital, and J.R. Samples, regional solutions director, share the most common mistakes they see organizations make when it comes to developing and issuing website RFPs and offer expert tips on how to improve them.
This is a high-level recap of the topics addressed in the first installment of this two-part series. Watch the video recording below for the full discussion.
Mistake #1: Not Starting the RFP Process Early Enough
The single most common mistake that organizations make is not allocating enough time for the RFP process – a critical step in establishing a solid foundation for what is arguably one of the most critical vendor relationships a company will have.
The process of developing and responding to RFPs, which is a complex and time-consuming task, should be initiated early to avoid pitfalls and ensure the best possible outcome.
From the moment an organization decides to start the RFP process, it can take three to six months just to navigate through the initial stages, which include preparing the RFP document, soliciting responses, and evaluating proposals. Once a partner is selected, it often takes nine to 18 months for website design and development.
So, starting the RFP process early is more than just a best practice; it’s a strategic approach that can significantly affect the success of a website launch.
By acknowledging the time-intensive nature of RFPs and preparing for the extended timelines they require, organizations can set realistic expectations and create a more streamlined, effective process that leads to better outcomes for both the issuers and the responders.
Mistake #2: Omitting Website Strategy
It’s one thing to redesign your website, but it’s another to do it strategically to ensure the greatest chance of success – both for you and your users.
That’s why we always advise clients to conduct a Website & UX strategy prior to delving into a redesign.
In addition, separating the website strategy and user research phase from the design and development phase of your website project can lead to more concrete project planning and timelines, and far less ambiguity.
Conducting user research and developing a website strategy before issuing an RFP for website design and development not only helps to clarify the project scope but also enables respondents to gauge whether the project aligns well with their capabilities, ensuring more accurate and fitting proposals.
All of this is to say that starting with strategy will lead to more successful partnerships for you and better outcomes for your project.
Mistake #3: Pre-Determining Your Platform
Many organizations have existing platforms they must use, sometimes with multi-year contracts they’re obligated to see all the way through. Others simply have a preference for a particular platform based on their current martech stack. That’s completely understandable. Not having flexibility around platforms will by no means doom your project.
But if your company is open to exploring options, the ability to be platform agnostic allows for an unbiased approach to selecting the most suitable platform based on where your website strategy guides you, driven by your users’ needs and your business objectives.
By remaining neutral with regard to the technological platform, organizations can avoid predispositions and focus on finding the most appropriate solution based on the unique requirements of their project.
Mistake #4: Being Ambiguous
Developing a strategic foundation ensures that organizations can articulate their needs effectively to potential website design and development partners, leading to more precise estimates and, ultimately, more successful project outcomes.
Without a defined strategy, website design and development RFPs often suffer from ambiguity, leading to a wide variance in responses and estimated cost ranges that are far too wide (one company recently received estimates ranging from $50,000-$800,000) that can hinder the selection of the most suitable vendor.
In essence, a strategic approach to RFP development serves to reduce uncertainties and aligns your project more closely with your organizational goals and user needs. This provides a clear roadmap for both the issuing organization and potential vendors, ultimately leading to a more successful partnership and a more effective final product. And that’s a win for everyone.
Mistake #5: Underestimating the Importance of Content Planning
Content – or the lack thereof – is usually the No. 1 reason why websites don’t launch on time. Content can be a bit of an afterthought, as so much focus is put on design and development work. But content strategy should always be done up front, guided by your website or UX strategy, as it affects all stages of your website project, from planning to execution.
Lack of content strategy can cause delays but it also can increase your overall project cost as design may need to be retrofitted to support new content late in the process. Even more importantly, lack of content strategy can result in not meeting the expectations of your target audience. It's critical that content and design work together to produce the best possible outcome.
That’s why it’s so important to develop a comprehensive content plan early on that can serve as a roadmap, guiding all project phases and ensuring that each step is aligned with your overarching business objectives and user needs.
If you’re unsure what content help you may need, it’s a good idea to talk with potential vendors to better understand the impact of content on your project and to ensure it’s part of your website strategy. You should also note in your RFP whether you have in-house writing resources available, plan to work with a freelance writer, or if you may need writing assistance from your selected vendor.
All experienced website strategy, design, and development partners should be able to provide solid guidance on content strategy. At Northwoods, our team offers a variety of content guidance and support, whether it involves writing your content, tag teaming it with you, or providing guidance to your in-house writers, with the end goal of producing engaging SEO-optimized, audience-relevant copy.
Read Part 2 of this two-part installment! In the meantime, visit our blog for more helpful insights and tips and reach out if we can be of assistance in your website redesign journey.