How to write your RFP
All Digital Asset Management and Web-to-Publish vendors will tell you that their system is the best, and in some cases the process of selling a DAM and Web-to-Publish system to a new client is very quick and easy. Everything seems like a Win-Win.
The imaginary sales story could go a little bit like this:
Vendor: Yes of course, we will come out and show you a demo of our system, lets meet up on Tuesday.
Vendor: Yes, we have received your 150-row spreadsheet with all of your team’s functional requirements. We will get cracking on that straight away. By the way, we have already had a first pass at it and the good news is that we can cover around 90% of your requirements.
Vendor internally: Sweet, they have invited us for a 2nd demo with the whole team, they didn’t push back on our pricing, and we have clients in their sector, I think it’s in the bag!
Vendor: Excellent news Ms New Client, your business is very much appreciated. I will get the client success team to organise a date for the kick-off.
Then three to six months later…
Client: Is that tech support? Yes hello, our agency has uploaded lots of large CMYK Photoshop PSD files with layers and transparency. But the previews are all wrong and the low-res downloads aren’t usable as the colours are off and the transparency is missing. We really need that fixed now as otherwise our creatives will get fed up with the system.
Client: Hi again tech support, it’s me. We would like to change the names of the top navigation entries because many of our business users don’t understand where to find stuff, can we do that? No, why not? Surely that’s an easy thing to do, we can do that on our WordPress site in 5 minutes.
Client: Hi tech support, yes I know, I know… it’s me again. We are in the process of creating a new Web-to-Print template but for this one we need the T&Cs at the bottom to change automatically depending on what country they are in, and we only want them to replace the main image with images from a certain section in the DAM. How do I do that? Oh, you can’t do that? What a shame – I guess we will have to send out the InDesign files to the dealers.
Client: Yes it’s me again. We have just launched our new Product X and all of our 500 sales partners worldwide need to download all of the new product images and videos today. However, my users are complaining that the system is running slow so now we have to put it on WeTransfer just to get it to them in time.
Maybe we will just abandon this whole thing and go back to our bad old ways.
Oh god, my boss is going to be seriously annoyed…
Damn! Now I’ve missed the appointment with my work-life balance coach – again.