What are you best practices for updating content in the Content Library after completing an RFP?

Nikki Ross

Hi all,

Just curious what others' best practices/strategies are for updating content in the Content Library (or adding new content as needed) after completing/submitting an RFx. Wondering if there are strategies I could use that I haven't thought of, that might make my process more efficient. Currently, If find it's most straightforward to just go through all the questionnaire items in the RFP one by one after we finish and submit. I refer to the little "Answer Library Used and Edited," "Answer Library Used," etc. green icons that appear for each response, the "Response Difference"/editing history that shows when you click on the icon, and my own knowledge of what is/isn't already in the library, what content is important and general vs. what content is customer-specific, etc. to decide what to add or not.

Wondering if this is what other content managers out there do, or if you all have different approaches or strategies that might be more efficient than mine (mine can be quite time consuming, and it's hard to find time to do this after every RFx, when I often have to shift focus to the another as soon as we're done submitting the first.)

Thanks!

Nikki

Sarah Biskup

Hi Nikki!

Are you using the moderation queue feature? We push our proposal team as well as SMEs who are helping us to use the 'Save in Library' toggle if the content is reusable, etc. When we have our kickoff calls, we make it a point to remind the team to use that toggle if the content should be saved.

Once the project is archived, the content goes to moderation and we can filter by project and address the new items as we're able. We have a process document for addressing the items in the queue (removing prospect names and inserting the merge tags, doing a library search to make sure a similar response doesn't already exist, assigning appropriate tags, owner, review cycle).

If the content was content library used and edited, I can see that and then choose whether to merge the new pair into the existing, or create a new pair, or reject it, just depends on what the situation is.

I hope this is helpful! Happy to chat more.