User Adoption Process

Hello! Back story here is the RFP team at my company just started reporting to me last Oct....however 3 years ago my company purchased RFPIO but never fully implemented it. Since last Oct we prepared the system and relaunched it in January and since then have been 100% digital with our RFP process (Woohoo!). Question...how have others helped their sales org with adoption? I have many sales members that are very used to operating in word documents and such and its been an adjustment for them to find content at times or quickly review questions. I have my team starting to send a "did you know" email to highlight features and such that others are finding useful (such as viewing sections in a grid format vs non-grid format)...but also looking for other creative ideas to improve adoption as well.

Thanks!

Comments

Elizabeth Bissell

A great accomplishment for a virtual rollout!!!

We have been going through a little of the same, but for a different reason. We have lost some sales/account managers, so we are constantly having to retrain people on the expectations and how the system works. What we have devised to help with adoption and enablement is to work with our internal training department to develop 'quick tip' sheets and bite-size videos (60 seconds or so), to help enable the current team as well as build it into the onboarding process for new hires.

One of the biggest things we did internally to drive compliance was the Salesforce Integration. We will not accept any RFx or security questionnaires without an Intake from Salesforce. That drives them to use the system whether they want to or not. I also really push using the Project Dashboard to see what is answered/not answered by each person and quickly drill down into their specific items. (Personally don't like "My Work" as it seems to confuse our teams.).

Getting Early Adopters and Champions in the SME teams also seems to really help. If everyone talks about it, it just sort of flows into daily life :)

Helene H

The SFDC integration is HUGE for sales teams!

Another idea is to use reporting to drive adoption. I have found that when SMEs see they can track their work in RFPIO, they are eager to use the tool, as it shows their value to their organization!

Andrew Mersman

Morning! thank you @Helene & @Beth_B for the feedback! I had been driving most people to My Work and hadn't considered reports....but we will look into that. My company does have a eLearning system and onboarding content for RFPIO is on the list....we will definitely prioritize it for Q2.

Thanks!

BlakeyNorthstar

https://rfpio.vanillacommunities.com/discussion/comment/88#Comment_88

Love this idea - give SMEs the opportunity to show their work / value! Which reports have you found work best? Did you pull for them or teach them to pull for themselves? Do "team members" have permissions to pull these reports? Thank you!!!

BlakeyNorthstar

https://rfpio.vanillacommunities.com/discussion/80/user-adoption-process

Great idea to send the did you know emails! Do you have a list of the ones you sent? Any specific ones get the most engagement? I'd like to start this in 2 weeks. Thank you!

Andrew Mersman

@BlakeyNorthstar hi! we just started it last week....and we did a focus on the grid view...we are finding that our sales team and reviewers find this view much more user friendly for viewing items in more a "bulk" view without having to export the sections. I can keep you posted on more information/topics that we post. Here is what we shared minus any screenshots and branding info. We are sending this out at least 1x a month...perhaps 2x month depending on things we learn. Talk soon!

Hello!

This message is to share helpful tips and tricks with you that others have found helpful in transitioning to the RFPIO platform. Thank you to all who have worked on projects in the system – you are doing a great job!

Did you know that you have two viewing options when viewing or reviewing a section? The system defaults to list view, but many have found

Grid View to be more beneficial to work with. You can scroll through all questions and answers in a section, and over on the left you can navigate to a different section!

To get started, navigate to a project > sections. Click on the Grid View icon, outlined in red.

Grid view allows you to view all questions and answers within a section of an RFP.

The sections list on the left side allows you to navigate from section to section within Grid View.

Please reach out to XXXX if you have any questions!

Really love the idea of regular communication touch-points for your team!

Here's a blog post that may be helpful as you try to engage your sales teams:

https://www.rfpio.com/blog/how-to-manage-a-sales-team/

larisa

@Michael I saw your post on training 100+ SMEs and Sales members - thought you would have some helpful tips to share on how you trained and engaged the sales team.

Tiffany Ramos

As part of our Project Manager's role, she makes sure anyone who is responding to an RFP has had education on the tool first. She will hop on a 30-minute call to walk them through personally how to respond to answers, review, add comments, etc.

The more and more you force them to work in RFPIO, the more comfortable they become. But there is hand-holding still.

We get every answer in RFPIO and then export. We do have to edit in Word after that. But that's normally just the Cover Letter, Executive Summary, and Solution Overview. Everything else has been reviewed in RFPIO.

Oh, I forgot to mention. Ensure the users responsible for reviewing can see ALL of the questions and answers, not just those assigned to them. Then they have the whole view of the response in RFPIO.

Quick Links

Upcoming Events

Foundations of Content Management
About the eventThis 60 minute session, part of our two part Foundations series, helps new or returning users build a strong Content Library and understand how it supports reliable, AI powered work across Responsive. What You’ll LearnIn this session, we’ll focus on how to add, organize, and find content quickly and…

View All

From the Blog

What tools do I need for knowledge management? | Responsive
What tools do I need for knowledge management? | Responsive
Getting Started with Content Governance Automation
Getting Started with Content Governance Automation
Getting started with security questionnaire automation | Responsive
Getting started with security questionnaire automation | Responsive