Date: Sunday, January 12, 2025
Welcome to Eval Academy Week! Eval Academy, by Three Hive Consulting, is all about making evaluation accessible for everyone. This week, we’re walking you through the evaluation process from start to finish, from responding to RFPs to promoting the use of results.
To get things started, have you ever opened an RFP and felt both intrigued and overwhelmed? Crafting a winning response requires more than just ticking boxes—it’s about telling a compelling story that aligns with client needs. I’m Dayna Burnell, Strategic Marketing Manager at Three Hive. With 20 years of experience in proposal writing, I’ve honed the art of crafting standout RFP responses. In this article, I’ll share insights and tips to help evaluators approach RFPs with confidence and clarity.
Let’s be honest, when a Request for Proposals (RFP) lands in your inbox, it’s like opening a gift from a distant relative. It could be something delightful, like the perfect fit for your expertise, or it could be a mismatched sweater of unrealistic timelines and expectations.
As evaluators, we’re in the business of making meaning from complexity, and responding to RFPs is no different. It’s a balance of showcasing our skills, understanding client needs, and crafting a narrative that says, “Yes, we’ve got this!”
Here are my Hot Tips about navigating the RFP process in the evaluation world.
RFPs are like puzzles. While the requirements might seem straightforward, the subtext often reveals what the client truly values. Look for those golden nuggets: mentions of collaboration, equity, or specific frameworks. Tailor your response to highlight your alignment with those priorities.
Hot Tip: If they mention a specific challenge or goal multiple times, that’s your cue to address it front and center.
Clients aren’t just looking for a list of your accomplishments—they want to see your approach in action. Use examples to illustrate your expertise. Did your team action a participatory evaluation framework for a vulnerable population? Share that story. Specifics make your response memorable and credible.
It’s tempting to cast a wide net, but trying to be everything to everyone can dilute your proposal. Instead, focus on your core strengths. Are you experts in community-based evaluation? Do you have a unique lens on equity and trauma-informed practices? Lead with that. The right fit matters more than being the biggest fish in the pond.
RFP evaluators are people, too. They’re likely reading dozens of submissions, so clarity and readability are key. Avoid jargon and keep your tone professional yet conversational. Break up dense sections with headings, bullet points, or visuals where possible.
The truth is, not every RFP response will lead to a contract. Most won’t. But each one is a chance to refine your craft. Ask for debriefs when you don’t win (some clients will oblige) and reflect on the lessons. Over time, you’ll develop a sense of what resonates with clients and how to better position yourself.
Responding to RFPs is both an art and a science. It’s an opportunity to showcase what makes us unique as evaluators: our ability to listen, interpret, and deliver meaningful insights. And while the process can be demanding, it’s also a chance to tell the story of what we do and why it matters. So, the next time an RFP pops into your inbox, take a deep breath. Channel your inner proposal reviewer, and treat it as the first step in building a partnership that could lead to impactful change.
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