RFPs - How much info is too much?

  • 26 April 2024
  • 2 replies

Userlevel 2

Curious as to if there are any tips / formats / standard y’all follow will filling out RFPs that ask for a breakdown of implementation services? I provide a high level breakdown of our different phases and a few short sentences as to what is required within each phase. When it comes to time commitments, I struggle to put accurate numbers as I want to be realistic but also don’t want to scare the prospect off as to what will actually be required of them. 

2 replies

Userlevel 7

@willpatterson @rondeaul any insights here?

Userlevel 4

Hey, @Celia_at_Fleetio!

Some thoughts...

In my opinion, it’s always best to be transparent about the time commitments involved without overwhelming the prospect. Some tips that may help:

  1. Provide a Phased Approach: Just like you're doing, break down your implementation process into clear phases. This helps the prospect understand the workflow and timeline of your services.

  2. Detail Deliverables for Each Phase: Alongside each phase, list the specific deliverables or outcomes expected. This gives the prospect a clearer picture of what they can expect at each stage of the implementation.

  3. Estimate Time Commitments: Rather than providing specific hours or days, consider a range of time commitments for each phase. For example, you could mention that Phase 1 typically takes 4-6 weeks, Phase 2 around 6-8 weeks, and so on. This gives flexibility while still indicating the general time frame required.

  4. Qualify Your Estimates: Include a disclaimer that the time commitments provided are estimates based on typical projects and can vary depending on things like complexity of the implementation, client availability, and any unforeseen challenges.

  5. Be Realistic: It's important not to sugarcoat the time commitments involved. Being upfront about the effort required shows integrity and helps manage the prospect's expectations from the outset.

  6. Offer Flexibility: If possible, mention that your team can work with them to adjust timelines and milestones based on specific needs or constraints. This demonstrates willingness to accommodate their requirements.

Something that we’ve incorporated to set clearer expectations at GUIDEcx is a LOE calculator. This helps us dig a little deeper to understand the nuances of the customer’s situation that impact hours needed, hours the customer can commit to on a weekly basis, and how that supports our estimated timeline. This is different for every company, and something that should evolve, but here’s an example of what we use today:



We have formulas built into that calculator that are specific to our customer’s average experience. Happy to discuss further if there are questions!