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Professional Courtesy?
mchutch
subscriber Posts: 7
Has the following scenario happened to other entrepeneurs?
I have had several requests for proposals from various people across the
country. After discussing their project in detail, I go through the time and
effort to put together a project proposal and send it off to them never to
hear a word again. Overall, I have learned that it`s probably part of the
course of running a business and as I have been extremely busy with
other clients and projects that I don`t think about it that much.
However, I don`t know if it`s just me but whenever I request an estimate
or job proposal from vendors, I always acknowledge the receipt and
follow up with them either letting them know either the project was
awarded to someonelse or the scheduling did not work out, or that it is
more than the budget would allow. It`s just a matter of professional
courtesy. Perhaps it`s just me ranting but it makes sense to me
acknowledge that a person has taken the time to review your project and
put together a document for you. It may the difference between being
treated as a commodity business or a professional services business.
Maybe, it`s a good screening device for potential clients. Afterall, do you
really want to work for someone who does not respond and respect your
time?
I have had several requests for proposals from various people across the
country. After discussing their project in detail, I go through the time and
effort to put together a project proposal and send it off to them never to
hear a word again. Overall, I have learned that it`s probably part of the
course of running a business and as I have been extremely busy with
other clients and projects that I don`t think about it that much.
However, I don`t know if it`s just me but whenever I request an estimate
or job proposal from vendors, I always acknowledge the receipt and
follow up with them either letting them know either the project was
awarded to someonelse or the scheduling did not work out, or that it is
more than the budget would allow. It`s just a matter of professional
courtesy. Perhaps it`s just me ranting but it makes sense to me
acknowledge that a person has taken the time to review your project and
put together a document for you. It may the difference between being
treated as a commodity business or a professional services business.
Maybe, it`s a good screening device for potential clients. Afterall, do you
really want to work for someone who does not respond and respect your
time?
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Comments
It seems to be two issues:
A courtesy thing. As Craig says - growing up I was taught to send thank you notes to even the closest relatives for presents received on birthday and Christmas. Today, it seems like most people don`t even know what RSVP means let along doing it.
Then there are those who use the proposal process as a means of getting information, guidance and advice. I try to avoid these types. However, there are others who get a variation of "sticker shock" from a proposal (a different discussion topic?) and take the avoidance path. We`ve developed a prospect development path that begins with a "no obligation" (free) 30-minute interview (to get to know more about each other) -moves on to a "short form" or outline of a proposal and (hopefully) culminates in an agreement for services. We`ve also created some "service packages" which reduce our proposal development time.
Sorry I can`t solve the courtesy issue but believe me you are not alone. Unfortunately it is a fact of business life.
I understand - but I think there is a difference between email messages (which might include unsolicited messages and copies of messages addressed to others - a common behavior in the corporate world) and something that the receiver specifically requested - such as a proposal.
Robert
mchutch... Absolutely right!I believe it`s mostly part of the "I`m so busy" factor. As time moves forward, businesses expect more efficiency from individual workers. In order to get more out of their employee, they add more tasks to the day. Individual workers start allocating less and less time for the "ritual and courtesy" side of business. There just isn`t enough time to do everything right. There are too many hot issues. So... less proper communication results. It`s unfortunate.
But, if you have the time to discuss your project and request a proposal, you
should have the time (or make the time) to acknowledge receipt and inform
the sender of the status of the proposal. It usually takes a few seconds to
reply via email.
I agree, if people are shopping on price they aren`t my customer either.
My proposals are not huge. I come from a large agency background and
writing proposals is part of determining the scope of a project, services,
deliverables, etc. It protects both parties and you are able to change order
if there is a change of scope. Most of my current clients don`t even ask for
proposals anymore unless they are trying to get budget approvals from
departments in their companies. Most of my work is 95% through
referrals and not generally from people who do web searches either.
I am just saying that if I find it just unprofessional that if you spend to the
time request a proposal specifically from a business that you do not
respond with an acknowledgement. I am not talking about a cattle call
request for proposal which I do not respond to unless it would be along
the like say redoing the brand identity and environmental signage for the
likes of the Tate Modern or the MOMA.
Like, I said before I don`t really think about it if I don`t hear back as there
have been only a few. I usually am able to screen out the ones prior to
writing a proposal either via by phone or email after their initial contact.
As for the ones who don`t respond after sending a requested proposal,
it`s probably good that they do not respond, it gets rid of those people
who are flaky and aren`t serious before starting work.
I would also think that asking for 30 proposals would be self-defeating. It
just a waist of everybody`s time.
work. This is after the initial phone or meeting interview to go over the
general scope of a project. I have turned down projects based on this
initial meeting or phone call. Perhaps your client base is different.
And I want a signed proposal before starting work. My proposals are a
binding contract with terms that helps keep things on track and there is
no question about fee or payment.
I have seen too many firms get burned just doing things without a signed
job proposal. It`s a different story for existing clients as there is a
relationship and history there.
When I do send a proposal, I always let the recipient know that they
should contact me if they have questions. The next steps are generally to
either sign the proposal, request revising the scope of the project so that
the proposal falls within a budget, acknowledge receipt, or declining the
proposal because of budget, timing, etc. Also, I am not waiting around for
a response either as I am just too busy with other signed clients` work.
We all get vast amounts of email each day. Yes, I ignore some of them,
especially the sales or unsolicited ones.
It`s only been less than a handful of proposals that I have had no
response to, so I am not really concerned with it.
The point of this forum was not whether you write proposals or not or
marketing techniques or if you respond to all of your email. The point is
that, in my opinion, it is just professional courtesy if a proposal is
requested from a specific firm for a project that has been reviewed
discussed that it be acknowledged and that the firm be notified of the
status i.e. we have decided to go with another firm, the project has been
delayed or cancelled, more than the budget we have, etc. Obviously, it
was important enough to have contacted a business for a proposal.
Otherwise, it`s a waste of time for all involved. But then again, a no reply
is a very telling tale of a potential client`s character. For my own business,
I choose not to operate that way.
mchutch2007-7-13 3:35:47
had to look for clients. They usually are referred to me. I also worked for an
excellent large design firm, one of the best in the country and picked up the
format of a proposal that I base the my proposals on. My proposals are
pretty streamlined and succinct at this point. I don`t feel taken advantage of
when I send a requested proposal out. Like I said, it`s not a lot proposals
that get no response, probably only 4 since I started. The majority of my
proposals get signed no problem. I am more miffed at the lack of courtesy.
mchutch2007-7-13 3:54:37
You have touched on a subject that really bothers me as well - people who won`t even return a call or email after you have went to considerable trouble to prepare a proposal at their request. The proposals that I write often take eight hours or more to prepare and represent a serious investment in time.
But after more than twenty years in the consulting business, this is something that I have reluctantly grown to accept. Marketing and proposal writing is somewhat of a numbers game, and as long as you win enough of the proposals you write, things will work out fine. (But it still hurts to lose...)
Two things that have helped me.
First, I do a little better job of prequalifying a prospect before agree to write a proposal. During my initial conversation with the prospective client, I usually quote a general price range for the requested service and ask if this is within their budget. Many prospects have no clue as to what professional consulting services cost and are blown out of the water when they hear the price.
Second, I sometimes ask that prospective clients "do something first" before I take the time to write a proposal. For example, I may ask them to write up a brief written description of the type of services that they want and send it to me before I will write a proposal. Most serious prospects won`t object to this, but the people who are "window shopping" won`t make the effort to follow-through.
Finally, just like you, I make an extra effort to be courteous to the vendors who submit proposals to me. I know what it feels like to be on the other end.
By the way, I love your website! Very impressive portfolio.
April