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Master-Crafting Clear Technology RFP Scope and Objectives

If you’re struggling with creating a clear, concise RFP, this guide covers everything you need to know about communicating your scope and objectives.

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If you’re looking for new software solutions for your business, a technology RFP is the best way to get tailored, high-value proposals from some of the top software providers.
But for the process to work, you must craft a well-defined RFP scope and objectives section that fully details your project needs and goals.
If you’re struggling with creating a clear, concise RFP, this guide covers everything you need to know about communicating your scope and objectives.

What are Technology RFPs Scope & Objectives?

The scope of work (SOW) and project objectives encompass an important section of your request for proposal (RFP). It describes what your company is looking for in a software provider and the results you’re aiming to achieve.
The scope ensures the product or software you choose meets the company’s needs and establishes parameters of what could be included in the final contract. Overall, it should contain:
  • Project objectives and goals
  • Timelines and milestones
  • Deliverables
  • Project budget
  • Communication plan
  • Technical requirements

Defining Project Scope

Let’s look at each section of the SOW and outline what these should include in your IT assessment RFP.

RFP SOW Glossary

Start by outlining any industry terms or acronyms used in your Technology RFP. Clearly defining company-specific terms will help potential providers understand who you are and what you do, eliminating ambiguity or confusion.

Problem Statement

This quickly and concisely explains the problem you need solved, including the current state of the environment and the software you rely on. Be brief, but explain what obstacles you are currently facing that have led to the RFP.

Goals

Next, explain your company goals and what you’re looking to achieve with new services or software. In other words, what’s the point of your Technology RFP? This only needs to be a few sentences, but it should include tangible goals and set metrics to help providers understand whether they have the right solutions for you.

Deliverables

This section outlines the deliverables of the project and any associated tasks. Go into more detail in this section, clearly explaining what you expect from your software provider and what you will be responsible for in-house. A table can be a great addition to this section if you have several deliverables to outline.

Communication Plan

Detail any meetings, calls, or review processes you have planned so potential vendors can prepare for your communication style and needs. A clear timetable of project check-ins and who will be the point of call at each stage ensures continuous communication throughout the project.

Timeline

This section covers the timeline of your project and expected deadlines for different milestones. It should include your projected start date, due dates for deliverables, and a final implementation date for new software.
Having a clear timeline ensures expectations are met and gives potential vendors a better idea of whether they have the bandwidth to support your project.

Technical Requirements

Finally, include a section on technical requirements, including:
  • Compatibility and integration requirements
  • Scalability requirements and futureproofing
  • Security and compliance requirements
  • Testing protocols
  • Technical documentation requirements
The more details in your scope of work and project objectives, the better the proposals you’ll get for your Technology RFP.

What is Scope Creep & How Can You Avoid It?

Scope creep is the gradual, uncontrolled expansion of a project beyond its original objectives and/or budget. It’s the gradual addition of small changes that transform a well-planned project into a massive challenge.
Although the intentions behind the scope and objective changes can be valid, unregulated growth will lead to budget overruns, missed deadlines, strained resources, and stressed-out teams.

Here are some of the key contributors to scope creep, so you can keep an eye on them during your technology roadmap project:

  • Tunnel vision
    Ignoring the input of key stakeholders, leading to inevitable changes further down the line to meet demands.
  • Weak change management
    Failing to plan a phase-out, end-of-life (EOL), or other business changes can lead to missed deadlines, uniformed users, operational downtime, and inflated costs.
  • Gold plating
    Adding extra features from software providers with no real plan to use them.
  • No review process
    A lack of regular check-ins and reviews to track progress and measure ROI.
  • External shifts
    Ignoring industry shifts, which could lead to evolving demands on the company.
  • Scope ambiguity
    Not providing enough detail in the scope, leading to team members and vendors getting “creative” in all the wrong ways.
The easiest way to avoid scope creep and stay on task is to understand these common mistakes and plan ahead. Good management, extensive research, and a detailed scope of work will eliminate most of these challenges.

How To Set Achievable RFP Objectives

Your Technology RFP objectives need to be concise, achievable, and realistic. Too often, we see businesses set vague, unrealistic goals and then end up with new software that doesn’t fit their real-world requirements. Here are some things to consider when documenting RFP objectives.

SMART Objectives

A staggering 80% of small business owners don’t keep track of goals, but it’s a huge opportunity missed. Every objective should be S.M.A.R.T.: Specific, Measurable, Achievable, Relevant, and Time-Bound.

Bad Example

“We want to improve our customer relationships with better CRM software.”

Good Example

“We want to consolidate our current systems and improve our customer experience by implementing new CRM software by Q4 of 2024 within our budget of $10,000. We will use customer surveys to track progress over the next 12 months.”

Aligning Objectives with Business Goals

Make sure you fully understand the overarching goals of your company and set specific objectives that help you work toward them. Each goal should be quantifiable and measurable so that you can show decision-makers real progress being made.

Prioritize Objectives

If your company has multiple objectives, prioritization is key to success. By focusing on too many goals at once, you’ll find it difficult to make real progress in any.
Your RFP Technology project should have one main objective you’re trying to achieve by implementing new software. However, there could be several objectives that fit under the same umbrella.
For example, new CRM software can improve workflows, improve the customer experience, consolidate technology, and reduce costs – this could easily consolidate several roadmap objectives into one project.

Common Mistakes in Defining RFP Scope and Objectives

At StackPlans, we’ve worked with dozens of companies to create effective RFPs, and in that time, we’ve seen two common mistakes made time and time again:

  1. Setting over-ambitious objectives: It’s easy to get carried away with project goals, but by making up them unattainable in your timeframe and budget, you’re setting your team up for failure.
  2. Vague language: A Technology consulting RFP needs clarity and precision to attract the best proposals. Vague language delays the process and leads to missed objectives.

Expert Tips for Crafting Effective Technology RFP Scope and Objectives

If you’re in the process of writing the scope and objectives for your RFP Technology project, here are two expert tips to help you get it right.

Collaborate with Stakeholders

Your stakeholders have valuable insights into what your Technology initiatives should involve. If you haven’t yet arranged collaborative meetings with managers and stakeholders, now is the time to sit down with them and get a comprehensive understanding of the project’s needs.

Regularly Review & Refine

Writing the Technology RFP scope and objectives isn’t a one-and-done process. You should refine it, review it, and reassess it for accuracy and completeness.
Get feedback from your stakeholders, team managers, and decision-makers on the accuracy of the statement, and be prepared to make improvements based on that feedback.

Get Professional Help Creating Your RFP

Well-defined scope and objectives are the cornerstone of an effective RFP. SMBs need to invest time and effort into crafting clear and achievable objectives and scopes if they want successful project outcomes.

Luckily, you don’t have to do it alone. At StackPlans, we help SMBs create effective, well-defined RFPs that get the best proposals and set their projects up for success.

If you’re looking for the right software solutions to take your business to the next level, connect with a StackPlan tech advisor today!
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