Do you think that a company intranet is the right solution for your business? An intranet will not only transform your workplace digitally, but you will also experience an increase in employee productivity, collaboration, and engagement. You and your team have already done all the research about implementing your new intranet. Now, all you have to do is communicate with vendors. But, how do you go about that? First of all, you need an intranet strategy and a strong Request for Proposal or RFP. If you don’t know how to draft an intranet RFP, we’ll be here to help you! Once you master the RFP process, it will be easy for you to reach out to vendors for various projects.

Don’t know where to start? Here are some guidelines on what your intranet RFP might include:

• Background information

• Goals and objectives of your intranet project

• Executive summary

• Target audience

• Requirements about preferred tools, systems, products, or materials

• Project deadline 

• Scope of work

• Implementation timeline

• Budget: Assets and Service

• Criteria for selection

• Project expectations

• Questions for the vendors to answer

• Possible roadblocks

Step 1: Do Your Research

Before starting your intranet RFP, it’s crucial that you do your research. Find potential vendors and ask them questions beforehand. By doing this, you’ll get a better idea if they can work with you. Ask if they can give you sample documents or help you in your analysis process. 

After looking for potential vendors, search for layouts of intranet RFPs to give you an idea of what kind of approach you want to use. Keep in mind that when writing RFPs, it’s best to provide what kind of results you want to see and let them decide what is the best strategy for your upcoming project. It’s best to keep your RFP simple by focusing on the performance and results your organisation wants to achieve.

Step 3: Appoint an Internal Decision-Making Team

You’ve already done your research and determined your company’s needs and requirements, now it’s time to appoint an internal decision-making team. This team will help you in the intranet software implementation process. You may want to involve organisational leadership, advisors, and stakeholders. You can choose anyone from your organisation, but all of them should have a voice in the decision and process. 

It’s also important to give them roles and responsibilities such as intranet software expert, project manager, evaluators, and others.  

Once you have a decision-making team, you need to focus on forming your RFP goals and intranet strategy. Meet the team and decide on the ranking of potential vendors and define your evaluation criteria such as security, implementation time, integration capacity, etc.