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Given the resources and time invested in implementing a new CMS, ensuring you choose the best technology for your organization is paramount. A thorough request for proposal RFP document can help your company avoid lost time and sunk costs by ensuring the right stakeholders are involved and the essential questions are asked during the selection process.

In this article, we'll cover why you need a request for proposal and how to make your next content management system RFP count.

Content Management System RFP Template

Each vendor claims their CMS is exactly what your organization needs to cure all of its digital experience woes. The RFP is a chance to find out which vendors can truly support your specific business requirements.

Through the process of creating an RFP and reviewing the responses, you'll gain a deeper understanding of your organization, what you want from a CMS vendor and how a particular vendor fits your organization. When sending a request for proposal to CMS vendors, it's crucial to paint a clear picture of your business needs in terms of functionality, scalability, hosting requirements and integrations. If the vendor knows what you're looking for, they'll be in a better position to explain the features that will have the greatest impact on your organization.

Along with these areas, it's essential to gain an understanding of what migrating to the CMS will be like, the key challenges and a realistic timeline for the project.

While implementation and the first year with the CMS are crucial, you should also consider the long-term implications of the CMS decision. With these factors in mind, below is a template you can use when creating your RFP. Note that the proposed contents are meant to be instructional. We've outlined our core requirements, current operational challenges, desired technical features and an ideal timeline for making a CMS decision.

Please review these requirements and provide more information regarding your ability to meet them. In addition, we've requested more information on your organization, a product roadmap and client testimonials to gain a better understanding on how our organizations can form a mutually beneficial business relationship.

In this section, you'll want to focus on the overall direction of your organization and its corporate vision. Relevant information includes your industry, competitors, customers and more.

Enterprise Content Management Software Selection Made Easier

You want the RFP responses closely tailored to your specific business. You should include up to five core business outcomes that you hope to achieve by implementing the new web content management system. These goals should come from the internal roadmaps, upcoming initiatives or key objectives of each stakeholder group within your organization.

rfp content management system

Each goal should be specific, measurable, actionable, realistic and time-constrained SMARTwith a focus on results that lead to revenue growth. In this section, describe some of the current challenges and issues with your existing CMS that you're hoping to solve by moving to a new system.

Maybe your CMS uses outdated technology or is unable to provide the features you need to scale as your business grows. You should include a short list of existing issues for each of your key stakeholders from marketers to IT.

rfp content management system

In this section, you should describe the key milestones for your decision-making process. Please explain how your CMS delivers these capabilities out of the box. With our business and technical requirements in mind, please describe the implementation process for your CMS product. Our organization wants to ensure your company provides an excellent environment for our team to build customer experiences today, as well as tomorrow. We want to understand your overall corporate strategy and key differentiators when it comes to the vision driving your product and its roadmap.

Please give a brief overview of your company and its current CMS product s. Our organization is looking for vendors with a proven track record of successful CMS implementations that achieve client business goals. With that in mind, please provide a list of clients related to our industry, and if possible, case studies detailing their specific solutions. Through this, we will gain confidence in your ability to deliver a reliable, enterprise-grade CMS solution to fit our needs.

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We appreciate you filling out our request for proposal and wish for you to add any other information you deem relevant in this section. With your RFP ready, you'll want to create a shortlist of potential vendors that appear to meet your business requirements based on preliminary research.But even in the face of these challenges, the popularity of video is exploding.

Academic institutions are recording 80, hours of video every year. For many organizations, however, this is a no small task. Often there is no existing in-house video solution to compare against. The video platform market is young by enterprise IT standards, meaning options abound and feature-for-feature comparisons may be difficult to research.

And details crucial to successful implementation are all too often obfuscated by video technology standards and industry jargon. The value of video is in its simplicity — just record and share to bring ideas alive, in a way static text never will. Finding your next video platform should be that easy too.

So what are the right questions to ask in a video platform RFP? Here are our top ten recommended jargon-free! Enterprise and education videos often run minutes or longer, so being able to find and fast-forward to specific moments is essential. Many video platforms, however, only offer basic search capabilities — making it difficult and time-consuming to find phrases mentioned by a speaker, words shown on-screen, or key topics covered in a video.

Smart Search indexes every video in your Panopto library, new or old and whether or not it was created with Panopto, and can find:. There are two simple requirements for virtually every organizational video. First, it must be recorded. Second, it must be shared. Panopto is an end-to-end video solution designed to make it easy for anyone to produce and share professional-quality video quickly.

With Panopto, video workflow is easy:. For the user, video workflow with Panopto is simple: Click record, present, click stop. Panopto takes care of the rest. A constant issue in producing video is the ever-growing number of devices for video recording and video viewing, and the wide variety of file types those devices may produce or play. Some video platforms have sought to manage that complexity by requiring specific hardware and limiting the types of devices their systems can work with.

In practice, however, this can create hurdles to organizational video adoption — in a Bring Your Own Device world, no one wants to have to sign up for a recording studio or wait to check out the only working webcam.Cancel my subscriptions.

Don't cancel my subscriptions. In order to receive our emails, you must expressly agree. You can unsubscribe at any time by clicking the unsubscribe link at the bottom of our emails.

Once you've accepted, then you will be able to choose which emails to receive from each site. A Request for Proposal RFP is one of the most widely used yet controversial tools for learning management systems buyers. They copied most of these features into a RFP and sent it to vendors. We recently held a webinar on the 7 Best Practices for your Moodle RFPwhere we went went into detail, showing you how to ensure your LMS deployment meets your project requirements.

Only after a thorough requirements analysis process will you have the information you need to create a really good LMS RFP. Narrow down the field before sending out an RFP. Never send an RFP to 12 vendors or even 8 vendors.

We frequently receive invitations to participate in the RFP process for employee training partners and eLearning services. In fact, it can be a real pain. But spending some time upfront can result in a better learning outcome and fewer headaches down the road… IF you do it. But preparing RFP responses can be brutal — especially if you blow it with unforced errors.

You rally your team and spend many hours developing an RFP response. So why are you losing at the RFP stage? Speed up the process — Who has time today to spend days putting together a RFP and on the flip side from the vendor perspective who has weeks to complete them?

One buying tool we recommend when shopping around for a new eLearning platform is the Request for Proposal RFPwhich can be utilized to streamline and simplify the purchase process. By using an RFP you can: Organize and prioritize your business needs and desired solutions.

This article features 7 elements that every LMS contract should have, as well as tips to negotiate the best terms. Some RFPs are short and sweet, and others are dozens of pages long. In… Read More. To make things a little easier, we have compiled everything you need to know to select an LMS, with tips on the process of creating an RFP. We know that with over options to choose from, selecting an LMS can be a tad bit daunting.

An RFPor Request for Proposal, allows you to outline what you are looking for in your ideal Learning Management System vendor and creates a standardized form or checklist for all would-be vendors to follow. Check this infographic for tips to write an RFPto hire the e-learning right vendor. Before you begin formulating the e-learning vendor selection criteria for your organization, work on the all-important step of writing a request for proposal RFP. Read on to know more about how to write an RFP that will help you partner with the best e-learning vendor.

The RFI and RFP are the two primary tools you can use to select which vendor from a group is the best one to meet your needs. Since an RFP asks for a specific, binding proposal you will want to give enough detail so the vendor can respond accurately. I did a search for Sample RFP and came up with several samples for different types of projects.

One way to protect yourself is to write a solid request for proposal RFP. An RFP is an invitation to the vendor to propose work according to criteria you set. A request for proposal RFP is a document that lists out the requirements of a particular job or service.Simplify your software search in just 15 minutes.

Call us today for a fast, free consultation.

Save Time with These RFP Content Management Best Practices

For free software advice, call us now! Showing 1 - 20 of 30 products. The Salesforce app has capabilities that Read more. PandaDoc is cloud-based document management software that helps users in creating proposals, quotes, human resources documents, contracts and more. The solution is mostly used by sales and marketing teams and company leadership. Loopio is a cloud-based request for proposal RFP solution that is suitable for midsize and large businesses.

Primary features include content management, content libraries, team collaboration, import and export and advanced search. The solution includes a searchable content library, where all assets are stored in approved language and branding.

Using this library RFP is a proposal management solution that helps teams to manage end-to-end request for proposal RFP management and proposal creation. Key features include proposal creation, publishing, collaboration, advanced search, task management, Expedience Proposal Software. Expedience is proposal automation software that works where you do — Microsoft Word, Excel, and PowerPoint.

rfp content management system

XaitPorter is a cloud-based collaboration platform that allows multiple users simultaneously create and edit different parts of the same document. The solution offers version control that prevents overwriting and duplication of documents Its intuitive user interface and out of the box abilities encourages users to be self powered, requiring no code or special skills to set Meridian for RFP Analysis.

It offers storyboards, compliance metrics and proposal outlines. The product is available with on-premise deployment and GleanQuote is a cloud-based quoting solution, which assists small to large organizations with proposal creation and status tracking. Its key features include signature capture, customizable branding, data synchronization, pricing and Qorus Breeze Proposals.

Qorus Breeze Proposals is a hybrid document management system DMS that caters to marketing, sales and competitive bidding teams in businesses. It helps users in the creation, distribution, tracking and management of a variety of Proposify is a cloud-based proposal software suitable for web design and marketing companies of all sizes.

Proposify allows users to select proposals from a range of templates or customize proposals as needed. The proposal editor ConnectWise Sell.

ConnectWise Sell is a quote and request for proposal solution suitable for businesses of all sizes. Primary features include quote and proposal, product sourcing, workflow automation and sales reporting.

It allows users to create It offers search tools, various document formatting options, a content repository, requirements management, WinCenter is a cloud-based proposal management solution designed for government contractors and commercial operations. It features asset management, proposal workflows, scheduling and review management functionalities within a suite.

Huddle is a cloud-based project management solution that help project teams in businesses across various industry verticals to manage different components of projects and collaborate with other team members.

Key features include file Cosential is a cloud-based CRM and proposal automation tool that allows business developers, marketers and principles to access and act upon the information specific to their role that compliments cross-functional workflows.They understand and share the compassion, empathy, and strategic desires of HR leaders. With this comes the challenge of keeping their RFP content library accurate and consistent.

There are times when you know you wrote a really great answer but you had to dig through all of your past RFPs or emails to find it.

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Sound familiar? The RFP team at Businessolver is very diligent about about feeding new or updated content back into their library so it can easily be reused in the future.

Most times, they block off minutes following the completion of each project to close the loop. The RFP team is also very diligent about capturing content that is not necessarily created as a result of an RFP response project, such as follow-up questions via email. Sarah and her team have Loopio open on their screens all day and if they see a piece of content that would be relevant for future RFPs, they add it into their Loopio library so it can found and used for future RFPs. This eliminates the need to go through different sources to find content since everything is stored in one central location.

One of the challenges that Businessolver faced prior to using Loopio was when pulling content from old RFPs, client names would accidentally be left in. By doing so, they have eliminated the possibility that a client name gets accidentally used on a future RFP. Loopio gives you the ability to dynamically add client names when you work on a project and revert to a placeholder when you update your library.

Sarah and her team are leveraging this feature to alleviate some of the manual work of scrubbing their content. Sometimes a product update may affect Library Entries.

This extra step goes a long way in ensuring that their library is consistent and accurate.

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Periodic keyword reviews help ensure that your library is kept clean and consistent. This will save you time in the future. It also ensures that there is consistency of responses, since your team is not re-creating content that already exists. This way, the are always on top of the improvements their team is making to their Loopio library.

Remember: bad data in, bad data out. A good first question to ask when trying to evaluate whether the content should be added back into your library is to determine whether all or parts of it can be applied to another client. If there are small tweaks that need to be made so content can be used for another client, make those changes before adding content into your library. Always be sure to leave out client specific information! As tools and organizations evolve, there is always room to continue to make improvements to your RFP response processes.

As rolls around the corner, some of the improvements Businessolver is looking to make include:. The team knows that there are pieces of content that need to be updated every year such as company financials, audit reports, or number of employees.

It will also help with accuracy and consistency. By bringing Subject Matter Experts into their content maintenance and response process, the team will be able to tap into their knowledge experts to enhance their RFP responses but also get them involved in content upkeep.

Organizing your library into distinct mini-libraries helps to keep your library organized and relevant. Businessolver has content that is tailored to different sizes of clients. The challenges that face RFP teams are common, regardless of what industry you are in. Making small incremental improvements in your RFP response process can go a long way in improving the accuracy and consistency of your responses. The RFP team at Businessolver, although small, have scaled their response process by employing these best practices.

They are now able to respond to a large volume of RFPs while keeping their responses accurate and consistent. They release bi-weekly product updates including new features and improvements. Keeping their library updated when moving at such a fast pace has always been a challenge. Fortunately, there are ways to avoid this.

Build a Process to Continuously Update Your Library The RFP team at Businessolver is very diligent about about feeding new or updated content back into their library so it can easily be reused in the future.Software Categories.

rfp content management system

Research Resources. Log In Create Account. Here, you can download a free RFP sampleor purchase the entire business requirements document template for Excel. Our business requirements analysts have done the heavy-lifting for you, saving you from writing a RFP from scratch. Our templates help businesses of all types and sizes find a CMS solution that meets the content management needs of your company, taking the guesswork out of gathering your business requirements.

CMS software helps to organize and optimize content libraries of all kinds, and certain systems will also maximize the effectiveness of your content strategy. From web and marketing content to archival and company documentation, an optimal CMS solution will reduce the considerable time and effort most companies devote to the organizing, categorizing, and performing version control activities surrounding content.

The vast majority of enterprises across industries and verticals can benefit from implementing a content management system. Websites, marketing materials, articles, publications, and blogs can be managed via CMS, along with corporate documents and records. A best-fit CMS can greatly improve content-related processes, resulting in greater efficiency and effectiveness for marketing, web content, and corporate records.

Technology Evaluation Centers TEC distributes request-for-proposal templates that cover the features and functions currently available on the CMS market. Some of the most popular features include content authoring, acquisition, and aggregation across multiple platforms. Security features and document access rights help to maintain confidentiality for sensitive docs and information that should remain on a need-to-know basis. At the beginning of your search, the template should be passed along to key department stakeholders with the goal of indicating the features and functions that they believe are a priority for their own group.

After everyone has chosen features that help their own department, the template will reflect a complete list of capabilities that an optimal solution should possess. Not all of these features will be necessary for your company.

What is a CMS? (Content Management System) - Breakdown For Beginners

Project leaders can go through the template to identify mission-critical features, lifting them above non-essential capabilities in terms of importance. These initial steps of software selection result in a customized set of features that reflect your business requirements. Approaching vendors with this information in hand will help to control the dialog between your team and software vendors selling their solutions. Some vendors will be eliminated quickly, while others will join a shortlist worthy of further investigation.

The RFP template can then be converted into a demonstration script, compelling vendors to showcase the features that your company requires from an optimal CMS solution, rather than running their own marketing-driven script.

During demos, you can use the template to mark scores for vendor responses, facilitating an apples-to-apples comparison of competing software products. With thousands of potential features and functions within CMS software, our industry analysts made sure to create our templates with ease of use as a top priority, without watering down content within the document. All of our RFP templates are formatted into Excel spreadsheets, allowing for easy distribution among company stakeholders and software sellers.

An organized and disciplined approach, anchored by our RFP templates, supports your project from beginning to end. Launch search. Comparison charts Features Lists RFP Template.Whether you're responding to RFPs, RFIs, Security Questionnaires, or even just questions a prospect sends you over email, the success of your response strategy comes down to one thing— your content.

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Admittedly, finding and managing that content can be a struggle. Sound familiar? With so many moving parts in the RFP response process, finding the time to organize and manage your content is no easy feat.

If you've managed to get your content in order - here's a Ninja high-five! But if you need some help with your content management strategy, read on. Content management might sound like a marketing term, but it actually spans across multiple fields. Content management is a set of processes and systems these days leveraging technology that help to store, organize, and maintain content on an ongoing basis.

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A good content management strategy makes content easier to find and access. A well thought out content management process will save your team time when searching for information. After using Loopio to put a content management strategy in place, Businessolver found they were able to focus more time on tailoring their responses. Even when the symptoms of content chaos are so clear, it can be hard to find the time or the right path to get started.

Here are a few tips to guide you through the process. Imagine you are building a library that contains all of the content from past projects and proposals. Your answer library is not meant to be a data dump of all your previous responses— it's meant to be a curated, accurate, and approved repository of your best responses.

Future you will have more time and be happier as a result. Curating your content should be an ongoing part of your process, rather than a one-time stint. If you are looking into using an RFP response software, look for one that allows you to selectively and seamlessly add new content that you create back into your library.

This way, you have control over what you feed back into your library. Once you've determined which content to include in your content library, you need to decide how to organize it in a way that makes sense for your business.

Think about categorizing your content as if you are organizing books on a shelf. The easier it is to navigate your content, the easier it is to find.

How to Write an RFP for a Digital Asset Management System: A 10-Step Guide

While the organization of your content is highly personal to your business, anyone needing to find the information should be able to navigate the structure you put in place. A general rule of thumb is to organize your content in a hierarchical structure, from high-level at the start and getting more specific as you continue.

Content management is not a set it and forget it process. Libraries are continually reviewing the state of their books and replacing ones that are worn out or outdated. Review cycles can be monthly, quarterly, or set depending on how quickly your content evolves think pricing, or product details, etc. If you're looking for software to manage your content, look for one that automates review cycles so your SMEs get prompted whenever content needs to be reviewed.

This way, reviews are built into your process and reduce the risk of using stale content. Ownership is at the heart of good content management practices.


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