Journal
RFP Coaching
18 February 2007 › 15 comments
As a freelancer, you will inevitably receive the occasional vague, obscure, or otherwise secretive request for proposal also known in “the biz” as an RFP. In an ideal RFP, the prospective client divulges enough information about a potential project in order for you to respond with an appropriate price estimate. At the very least, this is project scope, budget and timeline.
However, this is not always the case. Sometimes there are cryptic RFPs like the one described over on Airbag – Scope. Being that we live in a world of shifting polarities, we as web designers and developers can afford to be a little more picky about which projects and clients we choose to spend time on. Along those lines, Veerle Pieters has some good Guidelines for a RFP.
I recently received a nebulous email requesting rates, despite the notice on my contact page that I am not currently accepting any additional clientele. I admit, I do not have the most thoroughly detailed contact form, but typically it helps to have more than a single sentence to assess the client’s need.
When I finally get around to redesigning my own site, a nice RFP form is one of the things I want to add. The best one that I have seen so far has to be Jesse’s over at 31three. Sidebar Creative also has a nice take on it.
Feeling partially guilty for having such a sparse contact form, and because the entreaty originated from a ministry in need, I decided to respond to this imprecise email with some “RFP coaching.” The contents of my reply are listed here, in hopes that it might serve as a reference point, to help both freelancers and their clients. Name changed to protect the innocent…
Mr. XYZ:
As it says on my site, I am not currently taking on additional work. However, I would encourage you to post your need to the Godbit forum, which is a community of Christian web designers who discuss various aspects of web-related topics. We have a Work Opportunities section of the forum. You could post your need for a website/blog there.
Alternatively, a friend of mine has started the MinistryCamp Job Board, for both full-time and freelance job needs. This is geared towards Christian ministries. I hope one of these venues helps you find someone.
By way of advice, simply saying that you need a site done “badly and and quickly” is not very descriptive. When/if you post about it on MinistryCamp or the Godbit forum, you should add more details about your organization, as well as your specific website requirements.
With the amount of information provided in your email, there isn’t much to go on. Immediately asking about rates with no scope for the size or budget of the project is like going to an architect and saying “Quick! How much does a house cost?” There are simply too many factors left unaccounted for, which would be required to be able answer that question accurately: What size of house, how many bedrooms, one/two story, etc.
The more detail you can provide, the better equipped a web designer or developer will be to help your ministry. It will also show that you are serious about hiring someone who will do the job well, rather than just sending out an SOS on a whim. I am more inclined to work with clients who appear to have put a good deal of forethought into why they need a website.
While that might sound harsh, since it is just impersonal text on a screen, my intention is not to berate you. I write with a sincere heart, that you would find someone who can make informed design and code decisions, in order to best represent your ministry online. I am sorry that I cannot be of assistance at this point, but I pray that you will get the best website possible.
Take care, and God bless.
Sincerely,
Nathan Smith
Discussion + Dissension
Comments closed after 2 weeks.
#1 Michael Montgomery
Excellent advice.
I’ve always thought the analogy about “How much does a house cost?” is applicable, but doesn’t quite go far enough. It seems more like “How much does a building cost?”
For example, the difference a single-page brochure site and an AJAX-powered web app is like the difference between a summer cottage and a skyscraper.
#2 Larry
Silly Mr. XYZ. Of course, I am guilty of thinking such thoughts before, but never going to a professional designer and saying it.
#3 Nathan Smith
Mike: Excellent point. There is much more variance in website scope and functionality than the house analogy will allow. I think the summer cottage vs. skyscraper metaphor more accurately describes the differences.
Larry: Yeah, when people say they need a website and are on a tight timeline, that says to me that they are procrastinators that do not know how to plan ahead. Those types of people make me nervous, because their lack of planning often leads to scope creep. The more desperate someone seems, usually the harder they will be to appease because they lack vision.
#4 Nathan Logan
I’m just impressed that you’re actually praying that this guy gets the best website possible – you truly are a prayer warrior!
Great advice and wording – much more diplomatic than replying with “$1 million”. As always, keep up the good work, my friend.
#5 Tank
We get so many, “I need a site” emails that it’s sometimes frustrating. It takes at least 2-3 followup emails to reign into what they really want and even after that, their wants are so far above their budget it’s tough to bring them back down. It’s a delicate balance to not aggravate your client,but yet realize when it might be a waste of time to deal with them.
I have always thought the 31three RFP page was an awesome idea and we are implementing one right now into our current redesign of our site. I’m a bit afraid to make the Budget field a required one as it may run off potential clients. But at least having it there for people to see ranges of costs should deter the person that “Needs a Webby” and has the budget of a small child’s allowance.
#6 Nathan Smith
Tank: You could always make the budget a required field, but give them the option of selecting “unspecified” as one of the choices. This way, they know that at some point they will need to address this issue, if not initially.
#7 Deborah
Nathan,
Your timing is amazing! I have an RFP from a local church group sitting on my desk, with no budget or timeline defined.
However, the church group did identify their objective, functional and technical requirements, as well as the number of pages and content on each page. Pretty amazing given this is their first website.
I also admire the 31three RFP page, and began a new page for my site for requesting info on creating websites. Alas, my page is still in the works.
For my potential clients, the analogy to building a house is one they can easily understand. I get more specific by comparing the website to building/remodeling a kitchen, asking questions about flooring, lighting, cabinetry, appliances, etc.
#8 matthew Smith
Nathan,
I’ve been thinking about this some more. Do you think we could go a step further, whether we are architects or designers to showcase some of our work, either in live examples or pdfs etc, that might show a range of work with accompanying prices?
I find that budget is often the weird point for a lot of groups I work with. They just don’t know where to start.
For instance: What if you provided a price schedule that showed three different sites (perhaps not functional, but illustrated?). For each site type:
* show the layout schemes (1 basic page/ 3 layout pages / 10 layout pages)
* show a range of capabilities/functionalities/features
* give a price range and be open about what starts the pricing (page layouts), and what adds to it (functionality/features + support/client interaction/training on a cms).
If that were linked into our RFPs through a typical [?] after the “How much is your budget” question, it might be helpful?
What do you think?
ps. do you have textile disabled?
#9 Nathan Smith
Matthew: That’s an interesting idea, but it assumes two things: 1. Everyone charges the same rates for their work; and 2. The level of quality is consistent for everyone’s work. Because of those variables, I don’t think such a list of projects/prices would be feasible. That being said, I think it is only natural for individuals to use their own work as a reference point when explaining projects and pricing to their clients.
By the way: Textile is enabled on this site. You’re just using an outdated version of Textpattern on Artiswork.org, so you are probably used to seeing some of the syntax that is no longer available.
#10 matthew smith
Nathan,
I think I may have confused. Go figure right. :)
When I suggested that you provide examples, I meant that they would be specific to your own work, not referencing others work. But had I meant referencing other’s work, yes, you are absolutely right. We all charge differently for a variety of different reasons.
How would you address the gap between first time home buyer and architect (ie: first time website owner and design/developer)? Or do you think that can mainly happen on the phone/in person/in email?
Per textile: I am using the latest versions elsewhere, like at the soon to be unveiled squaredeye.com, but what led me to feel like you had disabled textile was that it was not showing up in the preview of the article? I checked my syntax and thought it was correct for simple bulletted lists?
* like this one * and this one? (I’ll follow up with you about this via email)
Ta. Matthew
#11 Nathan Smith
Matthew: Ah, I think that probably has to do with the fact that my comments are displayed in an ordered list. Perhaps Textpattern sees that, and says “Hmm, I’d best not put a list within a list.” Aside from that, I’m not sure what the deal is. I haven’t manually tweaked anything related to Textile. If ya ask me though, I kinda like the restricted use of markup in comments.
#12 Tank
The only thing I see that could happen is that you would limit yourself longterm. Too many clients would say I want a site like that one for the $5000 you have listed. When you could have stretched them to $6000 and more functionality. By pushing them to have a better site you then push your business to have a better portfolio, which grows your business long term.
#13 Shawn Blanc
This is great. I’m having flashbacks to my early days of freelance design when I didn’t know how to communicate.
#14 Ian
Great article. It’s inspired me to resurrect my RFP page that I have about lost steam on :)
#15 Kristi
I was just trying to figure out the answers to some of the questions re: this issue. I appreciate this information and the chance to see what another person with a heart for the success of minitries is saying (emailing) in response to those types of requests…