Preparing to do a CRM RFP

If you’ve never had the distinct pleasure (and I do not mean that) of filling out an RFP template as a software vendor… consider yourself blessed.

RFPs are great to receive as a vendor. Someone wants you to apply for a huge opportunity! Fast forward to your 10th RFP. None of them are the same. They’re all a bit different. There is no standard format. It’s painful.

Using the google technique developed in the LMGTFY: CRM RFP Software post – we found the following RFPs with this query:

("customer relationship management software RFP" | CRM RFP) filetype:xlsx | filetype:pptx)

CRM RFPs Suck. Actually All RFPs Suck.

Do you think anyone wants to fill out one of these after receiving their 3rd, 4th, or 5th different spreadsheet (or pdf)?

Why do RFPs look like this?

  1. Because we’ve all been burned by bad software. Each of these lines represents someones frustrations with or shortcomings of software they have used in the past.
  2. Because each (company | department | person) wants something different from their CRM. At home we struggle to get 3 people to want the same dinner. What are the odds that hundreds of people in an organization are going to prioritize the same features?
  3. Because it helps integrators & agencies. If enterprise (IMPORTANT) software is complicated to choose and make the right selection – integrators become important in the selection, configuration, & deployment process.
  4. Because it helps the big boys. There are literally hundreds of providers for almost all software categories (including CRM). There are normally less than 10 big boys.
  5. Because CRM software is critical. It can be the lifeblood of your organization. It will either directly handle most of your important tasks OR integrate with the systems that

So what’s the right thing to ask for in my CRM RFP?

[puts on consulting hat] It depends.

  1. Time. The amount of questions you ask is will increase time exponentially. First, you have to write them & prioritize them. Second, the Vendors have to answer them. Third, you have to judge the answers.
  2. Budget. The more specific & narrow the questions become the more likely you will need tweaking, customization, &/or 3rd party integration help. If you provide a list with 400 questions that only 2-3 potential vendors can meet – you will end up painting yourself into a position of choosing a high-cost vendor.
  3. Criticality. If your business relies on this software as a Tier-0 or Tier-1 software solution – its important to understand the specifics because they can literally make or break your business.

You might not even need to do an RFP.

Either because you have experience with the software, have hired a vendor to handle the selection recommendations, or you used a third parties analysis (like the 🔥 software-rfp.com site).

Coming Soon: CRM RFP Questions