The best way to organize RFP content

8/28/18 1:00 PM David Hulsen RFP Responding

In Part 3 of this blog series, we explained how to store accurate, up-to-date RFP response information in RFP365’s Knowledge Base.

In this edition, we’ll explain how to ensure that information is well-organized and easy to find.


 

Step 1: Put content into broad categories 

Use sub-accounts to put your content into broad categories that will help you more easily
search for information later on.

You can use sub-accounts to define these categories, which can include:

  • Audience — Useful if you sell to multiple market segments.
  • Product type — Useful if you offer multiple solutions that address different pain points.
  • Answers that are applicable to all audiences and product types (i.e. number of
    employees, co-finances, etc.)

Step 2: Add additional details 

Use tags to make it easier to find the content you’re looking for within a specific sub-account.
You can use tags to identify:

  • Market segments
  • Internal groups that own content (i.e. product)
  • Security question categories
  • Sub-components, such as:
    o Accessibility
    o Authorization
    o Compliance

We recommend using two to four descriptive words per tag.

Step 3: Avoid common mistakes

Avoid using tags to identify outdated content. RFP365’s Knowledge Base already adds date and
time stamps to all entries, so this type of tag would only add clutter.

If, as your content library expands, you find the tagging system your organization uses no longer serves your needs, don’t panic. Users can delete and add tags at any time.



Conclusion

RFP365's Knowledge Base gives your organization a centralized location in which to store answers to common RFP questions. Use the tips and best practices above to ensure you can quickly and easily find the content you need to create winning RFP responses.