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Communicating through the RFP Process - what I want Consultants and Businesses to Know

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Communicating through the RFP Process - what I want Consultants and Businesses to Know

This presentation is based on a business case study I am currently involved in, the RFP process for creating a SharePoint 2013 version of our compliance system and migrating the SharePoint 2010 data into it.

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Communicating through the RFP Process - what I want Consultants and Businesses to Know

  1. 1. FAIRLIGHT CONSULTING FAIRLIGHT CONSULTING Communicating Through the RFP Process MELANIE NELSON, FAIRLIGHT CONSULTING
  2. 2. FAIRLIGHT CONSULTING Agenda 1. Introduction 2. Business Case Study 3. Lessons Learned 4. Communication 5. Questions 6. Close and Thank You 8 February 2014 © 2013 Fairlight Consulting 1
  3. 3. FAIRLIGHT CONSULTING Please take a moment to appreciate the sponsors that enable the SharePoint Saturday Community to gather, share knowledge, enjoy lunch, networking and SharePint together. 8 February 2014 © 2013 Fairlight Consulting 2
  4. 4. FAIRLIGHT CONSULTING 8 February 2014 © 2013 Fairlight Consulting 3
  5. 5. FAIRLIGHT CONSULTING 1 Introduction 8 February 2014 © 2013 Fairlight Consulting 4
  6. 6. FAIRLIGHT CONSULTING About Me Texan & I love it History Hobbies 8 February 2014 © 2013 Fairlight Consulting 5
  7. 7. FAIRLIGHT CONSULTING Speaking from two positions / viewpoints As a consultant: @FairlightConslt 214.507.0053 Melanie@FairlightConsulting.com www.LinkedIn.com/in/MelanieFNelson As an employee: Tait Environmental Services Business Development & Technology Solutions Manager 214.531.9377 MNelson@Tait.com 8 February 2014 © 2013 Fairlight Consulting 6
  8. 8. FAIRLIGHT CONSULTING Making a Business Case for SharePoint SharePoint Saturday| Feb-8-2014 | Huntsville, AL Welcome! The SharePoint & TechFest Communities have given me so much – I want to give back. Today I’ll share the Business Case behind selecting SharePoint as a solution for our Environmental Compliance System. Reason for Presentation  Sharing my experience – business case study  Prompt discussion and brainstorming of solutions for your needs Audience  Business user Level  Business of SharePoint, not technical Created for  Consultants  SharePoint users  Business Decision Makers What’s it worth? That depends… 8 February 2014 © 2013 Fairlight Consulting 7
  9. 9. FAIRLIGHT CONSULTING 2 Business Case Study 8 February 2014 © 2013 Fairlight Consulting 8
  10. 10. FAIRLIGHT CONSULTING Meet TAIT Two Companies – complementary services Tait & Associates Tait Environmental Services Civil Engineering Focused on Environmental Services Architecture Boots on the ground Construction Management Oversight Fuel System Design Environmental Consulting Not using SharePoint Using SharePoint   Forms and workflows solution for technicians in the field to submit in real time  Metadata - Reporting for Clients  Exporting data for clients Aware of, interested in but  Lack of training  Limited access (CALs/licensing) Interesting Yammer Adoption  Yammer limited test group  Forwarded invitations  Seeing new names 8 February 2014 Challenge (quite generic)  Additional training needed  Not as easy as Microsoft Word © 2013 Fairlight Consulting 9
  11. 11. FAIRLIGHT CONSULTING A Diverse Company 8 February 2014 © 2013 Fairlight Consulting 10
  12. 12. FAIRLIGHT CONSULTING Environmental Compliance System What we do What we use 8 February 2014 © 2013 Fairlight Consulting 11
  13. 13. FAIRLIGHT CONSULTING TAIT’s Story Environmental Compliance System Needs to be met: How complicated is it? Mission Critical System - Why in SharePoint? 8 February 2014 © 2013 Fairlight Consulting 12
  14. 14. FAIRLIGHT CONSULTING History of TECS Online TECS 1.0 TECS 2.0 TECS 3.0
  15. 15. FAIRLIGHT CONSULTING How Complicated is it? Workflow Ex. - Testing Communicating w Server Ex. - Certification Verification 8 February 2014 © 2013 Fairlight Consulting 14
  16. 16. FAIRLIGHT CONSULTING 3 Lessons Learned 8 February 2014 © 2013 Fairlight Consulting 15
  17. 17. FAIRLIGHT CONSULTING Prepare! Work ahead of time so you don’t waste other people’s time. 8 February 2014 © 2013 Fairlight Consulting 16
  18. 18. FAIRLIGHT CONSULTING Consultants Read what’s provided Research the company 8 February 2014 © 2013 Fairlight Consulting 17
  19. 19. FAIRLIGHT CONSULTING Businesses Ask for internal expectations, too • Meetings • Deliverables 8 February 2014 © 2013 Fairlight Consulting 18
  20. 20. FAIRLIGHT CONSULTING Consultants Varying expectations of decision makers 8 February 2014 © 2013 Fairlight Consulting 19
  21. 21. FAIRLIGHT CONSULTING Remember, it’s a relationship. You’re going to continue working together. 8 February 2014 © 2013 Fairlight Consulting 20
  22. 22. FAIRLIGHT CONSULTING Consultants Promises -> Expectations 8 February 2014 © 2013 Fairlight Consulting 21
  23. 23. FAIRLIGHT CONSULTING Businesses Forgiveness Judgment Leadership 8 February 2014 © 2013 Fairlight Consulting 22
  24. 24. FAIRLIGHT CONSULTING Document everything. Wait, you look like you’ve heard that before. 8 February 2014 © 2013 Fairlight Consulting 23
  25. 25. FAIRLIGHT CONSULTING Consultants Presentation matters Conversations - share w/team 8 February 2014 © 2013 Fairlight Consulting 24
  26. 26. FAIRLIGHT CONSULTING Businesses Document expectations • Consultants • Other internal decision makers 8 February 2014 © 2013 Fairlight Consulting 25
  27. 27. FAIRLIGHT CONSULTING You wear the tshirt, she sees it and you don’t. Win-Win-Win. 8 February 2014 © 2013 Fairlight Consulting 26
  28. 28. FAIRLIGHT CONSULTING Consultants Goal = Make $$ How = Make client happy 8 February 2014 © 2013 Fairlight Consulting 27
  29. 29. FAIRLIGHT CONSULTING Businesses Goal = the Solution Internal goals 8 February 2014 © 2013 Fairlight Consulting 28
  30. 30. FAIRLIGHT CONSULTING You don’t know a man until you’ve walked a mile in his shoes. I wear tall heels. 8 February 2014 © 2013 Fairlight Consulting 29
  31. 31. FAIRLIGHT CONSULTING Consultants Know their goals  8 February 2014 © 2013 Fairlight Consulting 30
  32. 32. FAIRLIGHT CONSULTING Businesses  Know their goals Too many details 8 February 2014 © 2013 Fairlight Consulting 31
  33. 33. FAIRLIGHT CONSULTING Consultants Decision Makers v. Drivers v. Point of Contact 8 February 2014 © 2013 Fairlight Consulting 32
  34. 34. FAIRLIGHT CONSULTING While I’m on my soapbox... 8 February 2014 © 2013 Fairlight Consulting 33
  35. 35. FAIRLIGHT CONSULTING Consultants Customization = Compliments 8 February 2014 © 2013 Fairlight Consulting 34
  36. 36. FAIRLIGHT CONSULTING Consultants People know about Templates Where’s the Happy middle point? Template look being generic 8 February 2014 Regurgitating everything about the company © 2013 Fairlight Consulting 35
  37. 37. FAIRLIGHT CONSULTING 4 Communication 8 February 2014 © 2013 Fairlight Consulting 36
  38. 38. FAIRLIGHT CONSULTING It’s a Relationship. Communication is key. 8 February 2014 © 2013 Fairlight Consulting 37
  39. 39. FAIRLIGHT CONSULTING Communication is SO Important In Business as well as Personal Life I work on communicating & coach others on it in my Personal Life I’ll discuss things I teach to couples at Merge and apply them to this business scenario Speaker Listener Technique  So what I’m hearing you say is…  Expectations  Constructive Griping  Problem Solving 8 February 2014 © 2013 Fairlight Consulting 38
  40. 40. FAIRLIGHT CONSULTING Active Listening & Problem Solving Important in Business as well as Personal Life Moving forward during the RFP process and throughout development and implementation I must Practice what I preach CLARIFY, CLARIFY, CLARIFY Incorporate these techniques in the workplace  What I’ve learned  Making Assumptions  Level of work not needed  Stop to ask if there is more than one way to interpret the message, then clarify  “your place” example 8 February 2014 © 2013 Fairlight Consulting 39
  41. 41. FAIRLIGHT CONSULTING The Speaker Listener Technique Personal Coaching Rules for the SPEAKER 1. Speak for yourself. Don’t mind read! 2. Don’t go on and on. Rules for LISTENER 1. Paraphrase what you hear Stop and let the listener paraphrase. Don’t rebut. Focus on what the speaker is saying. Rules for BOTH 1. The speaker has the floor. 2. Speaker keeps the floor while the listener paraphrases 3. Share the floor. 8 February 2014 © 2013 Fairlight Consulting 40
  42. 42. FAIRLIGHT CONSULTING The Speaker Listener Technique Business Application Rules for the SPEAKER 1. Be prepared. Speak clearly. Don’t assume. 2. Be concice. Stop and let the audience paraphrase. Rules for LISTENER 1. Reply with clarifying questions, paraphrase what you heard Don’t rebut. Focus on what the forspeaker is saying. BOTH Rules 1. One speaker at a time, no interruptions. 2. Speaker keeps the floor while the listener paraphrases 3. Only one speaker, listener paraphrases until the speaker is finished saying everything they have to say.. 8 February 2014 © 2013 Fairlight Consulting 41
  43. 43. FAIRLIGHT CONSULTING Expectations Personal Coaching EXPECTATIONS: – are beliefs about the way things will be or should be-- including about behaviors, roles, life and death, relationships, and so forth – that are not met lead to feelings of sadness, disappointment, frustration, and anger. Three Key Problems 1. You can be UNAWARE of your expectations 2. Your partner’s expectations. 3. Your expectations may be UNREASONABLE. 4. Your expectations may be UNSPOKEN. What to do about Expectations  Identify them  Consider if they are realistic  Discuss together -> Aware, Reasonable & Spoken 8 February 2014 © 2013 Fairlight Consulting 42
  44. 44. FAIRLIGHT CONSULTING Expectations Business Application EXPECTATIONS: – are beliefs about the way things will be or should be– based on past experiences and personal preferences – that are not met lead to – lack of efficiency, frustration, and possibly even missed deadlines or underperformance Three Key Problems 1. 2. 3. 4. You can be UNAWARE of your expectations or Expectations of other parties Your expectations may be UNREASONABLE – each business scenario is different and what works at a F100 company may not work at a family owned business, the level of detail one company may provide for an RFP may not be known by another company Your expectations may be UNSPOKEN – you must be clear and document as needed What to do about Expectations    Identify them – talk to all parties Consider if they are realistic - how much detail for consultants Discuss together. Ensure expectations are properly set for both parties  formally - Annual Review,  informally – conversation. 8 February 2014 © 2013 Fairlight Consulting 43
  45. 45. FAIRLIGHT CONSULTING Constructive Griping Personal Coaching When you did X Specific Behavior In situation Y Specific Situation I felt Z Owning feelings Be Respectful and Be Specific 8 February 2014 © 2013 Fairlight Consulting 44
  46. 46. FAIRLIGHT CONSULTING Constructive Griping Business Application When you did X Requested this RFP / Wrote a 60 page RFP In situation Y For the next version of the Environmental Compliance Database The result was Z I thought the goal was getting pricing so wrote as much as I could to get line-item detail for your final selection Additional work needed to be done to adjust for Be Clear and Concise to avoid confusion 8 February 2014 © 2013 Fairlight Consulting 45
  47. 47. FAIRLIGHT CONSULTING Problem Solving Model Business Application Problem Solution  Agenda setting  Decide on what to work on right now  Plan to work the other pieces of the problem at another time  Focus in and narrow down the concerns  Brainstorming  Agreement and compromise  Work toward what you can both agree to do  Discuss pros and cons of different potential solutions  Follow-up  Agree on solution to be tried now  Agree on a time frame to try solution and agree to assess and revise as needed 8 February 2014 © 2013 Fairlight Consulting 46
  48. 48. FAIRLIGHT CONSULTING 5 Question & Answer Time @FairlightConslt 214.507.0053 Melanie@FairlightConsulting.com www.LinkedIn.com/in/MelanieFNelson 8 February 2014 Business Development & Technology Solutions Manager Tait Environmental Services 214.531.9377 mnelson@tait.com @taitenvupdates © 2013 Fairlight Consulting 47
  49. 49. FAIRLIGHT CONSULTING Enjoy your lunch Please take a moment to appreciate the sponsors! 8 February 2014 © 2013 Fairlight Consulting 48
  50. 50. FAIRLIGHT CONSULTING
  51. 51. FAIRLIGHT CONSULTING 6 Close Thank you @FairlightConslt 214.507.0053 Melanie@FairlightConsulting.com www.LinkedIn.com/in/MelanieFNelson Business Development & Technology Solutions Manager Tait Environmental Services 214.531.9377 mnelson@tait.com @taitenvupdates 8 February 2014 © 2013 Fairlight Consulting 50

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