A Request for Proposal (RFP) is a document prepared by a company to select a partner for the realisation of a project. An RFP describes your requirements and wishes in clear language to potential suppliers and enables them to compare and assess offers.
The problem is that many web design companies are loathe to respond to RFPs. So, you don't just choose a vendor. You also hope they choose you.
A specifications document actually the process by which a company chooses a supplier. But be aware that many web design companies hate to respond to RFPs and will refuse to participate after reading your specifications. The RFP is therefore also a means of convincing potential suppliers of your project so that they will make the effort to respond. It is therefore better to present a strong set of specifications.
The success of a website depends on three factors:
The success of an ICT project always depends on the customer, the implementation partner and the technology used.
In this section you should include the essential information that suppliers receiving the RFP will look for to make an initial decision on whether the project is worth their time. If you get this section right, more suppliers are likely to actually read the rest of the specifications for your website.
In this section, you should introduce your business in one or two paragraphs. You don't want to overwhelm readers with unnecessary details, but include enough information so that those who have never heard of you can get an idea of your business:
Make an inventory of what does and does not work on your current website. The more specific you are, the better. Indicate which objectives your website is currently failing to achieve. Is the website not generating enough leads? Can't users find what they're looking for? Do simple updates require a lot of development time?
Who are your customers? Which customer groups do you want to serve? What are the needs of these customers (groups)? Where will your customers come from? How will you increase customer loyalty? How will you measure customer satisfaction?
This is crucial information for website designers, developers, strategists and copywriters - the type of audience will determine everything from functionality to UX and design.
Identify the primary objective of your website and note any secondary or tertiary objectives in this section. A website with the objective of increasing sales leads will look and act very differently to a website with the primary objective of educating investors.
Make sure the objectives are measurable (SMART). Lay down your KPIs, and clearly define in your specifications what you expect from your implementation partner in order to achieve these objectives.
A good website is set up with top tasks in mind. Top tasks are those things for which most visitors come to your website. The aim of your website should be to help your visitors reach their goal as quickly as possible. Someone who lands on your website almost always has a "problem" and he is looking for a solution to that problem. Your website must therefore be built in such a way that your visitors can reach their goal as quickly as possible. The things that support him in this, we call top tasks.
Possible top tasks are, for example, contact details, opening times, prices and quotation requests, reservations and orders. A list of the necessary functionalities belongs here.
Be clear what you expect. The more specific you are with regard to these requirements, the more accurate the estimate that suppliers can give you. This is different from the objectives of the new website; this section is about specific things you want to see done by your implementation partner:
Explain to the suppliers when the next steps will be taken:
Do not be too enthusiastic and choose a realistic planning.
Each web agency has its own sales process. By giving a clear overview of what you expect in the specifications for your website, you can standardise the responses so that you can compare the proposals in your decision-making process.