Stack it up or not?

It’s not the plan that’s important, it’s the planning. - Dr. Gramme Edwards

Consider the kitchen cabinets where your utensils reside. You have a drawer filled with spoons, forks, and knives, another for plates, bowls close by, and a separate space for glasses. Now, picture the chaos if these items were haphazardly tossed together. Searching for a spoon would turn into a frustrating scavenger hunt! Does this mean the cupboard serves no purpose or that having various types of cutlery is pointless? The solution lies in thoughtful organization (making sure each item finds its proper home), regular maintenance (tidying up those drawers often), and ultimately ensuring everything is stored in its designated spot!

A similar dilemma arises when considering whether to establish a content library for RFPs to streamline the process.

A content library serves as a repository of frequently requested information and standard responses that are often needed in proposals. This resource proves invaluable, especially when there is a tight deadline for providing the required information in proposals.

At first glance, a response library seems like a clear and logical option. Its purpose is to maintain a repository of answers derived from previously submitted documents, as well as associated information, policies, procedural documents, certifications, and additional resources. This can significantly reduce the time required to respond to new proposals. In fact, the absence of such a library can result in redundant efforts, miscommunication of information, inconsistencies, and even the risk of missing deadlines. However, it is important to recognize that additional factors may be at play beyond what is readily visible.

Having a centralized repository also comes with its own set disadvantages:

Disadvantages:

1.       One shoe fit all: One drawback of utilizing housed content to respond to RFP questions is the tendency to force-fit information into contexts where it may not be appropriate. This approach can be inefficient, as it often involves sifting through existing materials, which is sometimes unnecessary, and, where developing new content or consulting subject matter experts for tailored responses is more relevant.

2.       Silo it: The presence of narrow compartments or widely fragmented information can also lead to time-consuming efforts in locating the most pertinent details needed to effectively respond to the RFP. Poor planning in the design of the library can result in a disorganized collection of information, ultimately causing more harm than benefit.

3.       And the attention: Once the finalized RFP is out, the thought gone first out of the mind is to store the information in library and subsequently over a period of time it just vanishes away, resulting in the library becoming a dumping ground for content.

But with proper planning and upkeep of the library gives advantages as well:

1.       Time saved: A centralized source of truth can be a perfect place to start an RFP that can at least give you a starting point for sourcing the information and what can be an ideal response to a question

2.       Bulls eye: A one stop shop of information not only for content but also for attachments, policies and other collaterals ensures right document is provided, where requested

3.       Speed: And lastly the efficiencies generated cannot be ignored, with team collaboration, providing consistent information, and right approach

In today’s workplace, characterized by an overwhelming amount of information that is frequently obscured or compartmentalized, the capacity to swiftly retrieve, structure, and comprehend knowledge distinguishes successful organizations.