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Finding New Clients Through RFPs Just By Being Nice
Posted 05-12-2010 at 11:12 AM by Your Virtual Wizard
Finding New Clients through RFPs Just By Being Nice
7 Tips to Maximizing Contact with a Potential Client through RFPs
Not too long ago, I responded to an RFP (request for proposal) on Virtual Assistantville posted by a potential client (PC) who needed a VA to support her business. I carefully crafted my response and customized my letter based upon the needs set forth in the proposal.
Unfortunately, my skill set was not in-line with what she required. That happens. Occasionally, the information provided in the RFP is not enough for me to make the right connection. I did not have the industry experience she was seeking.
As I have a rather large network of VAs I can call upon for just about any job that needs to be done, I offered to help the PC find the right VA for her job. I also offered a few ideas as to where should could post her request. The PC was grateful and as a result, the PC was so impressed with my offer to help her out that she emailed back with a list of other requests which were aligned with my own skill set.
So it pays to be helpful. I picked up work in an usual, backdoor way; when I least expected any offer.
7 Tips to Maximizing Contact with a Potential Client through RFPs
1) Always customize the RFP response and take the time to review the PC’s websites and social networking pages. Personalize the response and add professional humor or enthusiasm if applicable. I have found that a personal response increases my chances of receiving a reply back to the RFP of interest.
2) Although my main goal is to obtain the job posted by the PC, this is not my only goal. Establishing contact with a potential client is just as important. Opening up a dialog could lead to a future opportunity. So by customizing the RFP, I increase the chances of obtaining a response right away but I also can add that individual to my contact list if the opportunity should not work out.
3) If a potential client does respond to my RFP, I always ask them if I can add their contact info to my e-newsletter list. I have never had anyone refuse that request and that helps to keep them in my circle of contacts for future opportunities.
4) Most potential clients will not reply back to any RFP reply I send. This used to be a problem for me because I felt that if I took the time to write, at least, out of courtesy, they should respond back. I realized later that if they did not reply to me then I simply did not want to work with this PC. Clients who take the time to send a short note, “Sorry, I have hired another VA” are gems! I appreciate those clients who are appreciative for the time I have spent on an RFP reply. I want to work with clients who appreciate my efforts. Should I receive a receive a respone, I will automatically add the PC's contact info to my social networking sites; craft my own response thanking them for their note and ask if I can add them to my email list. These actions have led to other opportunities and referrals.
5) Once I send a reply to an RFP, I move on to the next. I do not dwell on it. If I send out five RFP replies, I expect that I will not hear from at least four. It’s the nature of the business. I will follow-up in one week and then drop the situation. It is best to move on and concentrate my energies on PCs who want to develop a relationship.
6) I look for RFPs which are detailed. If they do not provide a website address or at least a good description of what the job entails, I may ask for more information. This shows that I am interested in their business and will often garner a reply which as I mentioned leads to a conversation.
7) I use the RFP opportunity to create a dialog. PCs have a need and I can solve that problem either by offering my services or another virtual assistant’s services. So I look at each RFP as an opportunity to establish contact and to help solve a problem. Even if I am not the VA for that client, there is a sense of satisfaction that I feel in being a good steward for the VA industry.
*This is an unofficial entry for the May Blog Challenge Contest*
Janine Gregor
Your Virtual Wizard
info@YourVirtualWizard.com
7 Tips to Maximizing Contact with a Potential Client through RFPs
Not too long ago, I responded to an RFP (request for proposal) on Virtual Assistantville posted by a potential client (PC) who needed a VA to support her business. I carefully crafted my response and customized my letter based upon the needs set forth in the proposal.
Unfortunately, my skill set was not in-line with what she required. That happens. Occasionally, the information provided in the RFP is not enough for me to make the right connection. I did not have the industry experience she was seeking.
As I have a rather large network of VAs I can call upon for just about any job that needs to be done, I offered to help the PC find the right VA for her job. I also offered a few ideas as to where should could post her request. The PC was grateful and as a result, the PC was so impressed with my offer to help her out that she emailed back with a list of other requests which were aligned with my own skill set.
So it pays to be helpful. I picked up work in an usual, backdoor way; when I least expected any offer.
7 Tips to Maximizing Contact with a Potential Client through RFPs
1) Always customize the RFP response and take the time to review the PC’s websites and social networking pages. Personalize the response and add professional humor or enthusiasm if applicable. I have found that a personal response increases my chances of receiving a reply back to the RFP of interest.
2) Although my main goal is to obtain the job posted by the PC, this is not my only goal. Establishing contact with a potential client is just as important. Opening up a dialog could lead to a future opportunity. So by customizing the RFP, I increase the chances of obtaining a response right away but I also can add that individual to my contact list if the opportunity should not work out.
3) If a potential client does respond to my RFP, I always ask them if I can add their contact info to my e-newsletter list. I have never had anyone refuse that request and that helps to keep them in my circle of contacts for future opportunities.
4) Most potential clients will not reply back to any RFP reply I send. This used to be a problem for me because I felt that if I took the time to write, at least, out of courtesy, they should respond back. I realized later that if they did not reply to me then I simply did not want to work with this PC. Clients who take the time to send a short note, “Sorry, I have hired another VA” are gems! I appreciate those clients who are appreciative for the time I have spent on an RFP reply. I want to work with clients who appreciate my efforts. Should I receive a receive a respone, I will automatically add the PC's contact info to my social networking sites; craft my own response thanking them for their note and ask if I can add them to my email list. These actions have led to other opportunities and referrals.
5) Once I send a reply to an RFP, I move on to the next. I do not dwell on it. If I send out five RFP replies, I expect that I will not hear from at least four. It’s the nature of the business. I will follow-up in one week and then drop the situation. It is best to move on and concentrate my energies on PCs who want to develop a relationship.
6) I look for RFPs which are detailed. If they do not provide a website address or at least a good description of what the job entails, I may ask for more information. This shows that I am interested in their business and will often garner a reply which as I mentioned leads to a conversation.
7) I use the RFP opportunity to create a dialog. PCs have a need and I can solve that problem either by offering my services or another virtual assistant’s services. So I look at each RFP as an opportunity to establish contact and to help solve a problem. Even if I am not the VA for that client, there is a sense of satisfaction that I feel in being a good steward for the VA industry.
*This is an unofficial entry for the May Blog Challenge Contest*
Janine Gregor
Your Virtual Wizard
info@YourVirtualWizard.com
Total Comments 3
Comments
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Janine, I love this post. So many do not realize the importance of communication. Thank you for this blog post. I found it very helpful, and I do try to be thorough and respond to criteria set by the PC but I found your tips to very useful.
I also agree with you if they do not respond they may not be someone you will work well with. Communication is so important. Not only communicating but communicating effectively. I would like see a blog on communicating effectively as I feel we could all use better communication skills. This should be an ongoing effort to improve our communication skills. Again thank you for this blog post. Excellent! |
 
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Hi Rhonda,
Thank you for your comments. I feel very strongly about potential clients who do not take a moment to 'say thanks for your information but I have found another VA'. It is a sign of good communication. I once responded to an RFP for a LOVELY coach with whom I really wanted to partner. She phoned me with a list of questions; some of which took me by surprise, such as "Do you have any certifications?" No one ever asked me that before. As it turns out, she selected another VA but she called me to THANK me for my time and would keep me in mind if she need to add to her staff. I was heartbroken! She was a real communicator...an ideal client and she slipped away.  (She's on my email list, though and I contacted her to interview her for my e-newsletter.)It all begins with a well written RFP reply if you want to get anyone's attention. After that, it could be a matter of chance if that client will sign. So many factors are involved in making the final decision. The experience makes for a better VA. Let me know what specifically you want to discuss about communicating effectively. I can see about creating next month's topic around that. PM me or reply here. Thanks! Janine |
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Good morning, Janine!
Excellent post. I will definitely keep these things in mind when replying to future RFPs. At present, I'm still employed part-time and providing VA services part-time. I'm working on transitioning home full time again, hopefully in the next year. Regards, Shellye |
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