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Creating an RFP for Your New Intranet

Planning on creating a new intranet? Let's learn how to create a strong intranet RFP!

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Overview

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.

What is an RFP?

At some point, your organisation will need to purchase a service or product from third-party vendors. The Request for Proposal is considered a solicitation because your company is asking vendors whether they can support your upcoming project. It is basically a guideline and requirements that you need for the specific project. A good RFP will allow you to:


  • Get offers from different vendors to help you compare their capabilities and skills to those that fit your criteria for selection.

  • Outline your scope of work and budget, so vendors know how to bid to win the project

  • Evaluate the strengths and weaknesses of potential vendors without spending lots of time researching about the vendor yourself

What should include an Intranet RFP?

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

Why is it important to create a strong RFP?

The job doesn’t end once you successfully launch your intranet. Keep in mind that you need to constantly update content and improve the intranet. Creating a strong RFP will help the vendors understand your project needs and also ensures transparency. If you determine that your company and the vendors create a good team, it will increase the chances of having a successful intranet project.

Guidelines in Creating an Intranet RFP

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 2: Determine Your Company's Needs and Requirements

Explain what you want to accomplish or what outcome you’re expecting. Your company's intranet is one of the most important investments and assets, therefore, it is crucial that your intranet project is in line with your present and future objectives. To help you determine your needs, break down specific intranet requirements. Ask yourself:


  • Who will use the company’s intranet?

  • Why do we need it?

  • What do our end-users need and want?


It would also be a great idea to conduct interviews with your employees and staff members.

Here are common intranet objectives and requirements:


  • Reduce time spend on reading/sending emails

  • Improving document and information search function

  • Improve employee engagement

  • Ensure employees receive important information

  • Ways how to better manage remote employees

  • Fixing technical issues

  • Managing calendars, meetings, and events

  • Project collaboration and task management

  • Team collaboration

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.



Step 4: Define Requirements and Guidelines for Vendors

Once you and your team decided on your intranet-needs analysis, you should be able to clearly define your requirements and guidelines. Make sure you include all the needs from different departments such as a platform for Sales and Marketing to share products and customer feedback, an employee directory for remote workers, an employee recognition system, or a helpdesk area for IT. You also need to include the requirements of your end-users or employees.


By doing this, it will be easier and more effective to communicate with the vendor when it comes to specific functions and features you want to see on your intranet. Determining the needs of your employees adds value to the intranet and increases employee satisfaction. That’s why it’s important to be clear about what you want from your vendor.

Don’t forget the clear guidelines for submission from potential vendors. This ensures that the vendors will only offer solutions based on your needs. It is also necessary to set a deadline for the proposal as well as how you want it to be formatted and received.

Sample RFP Template

Once you know what your project needs are, creating the RFP is easy! Templates for your RFP depend on what type of services or products you need. But, here is a good example of a basic RFP template:

So… how do you create a Google Sites intranet?

Great question! Steegle is a Google Cloud Partner and has been using Google Sites since 2008. We have developed intranets for large and small organisations with a friendly team using built-in powerful robust and scalable Google Technology as well as our own specially adapted software widgets to make the intranet fly - become a hub of activity where people will want to come back to for years to come.

We can get basic sites customised exactly to your brand and house style within 5-days. You can use our templates for page structures that make sense (being based on the Nielsen Norman ideals of an effective Intranet) as a starting point for your organisation without the need for complex wireframes or project planning. We’ll also be by your side as you start the big task of populating the system and setting it up to fit your company’s culture, and you can get user feedback on your draft site to quickly adapt and change it to meet their needs.

Step one is to get in touch with us so that we can give you a walkthrough of our system. Book a demo to kickstart the process!

Article by Maria Gabrielle

Looking for a customized intranet solution for your organization?

Since 2008, we here at Steegle.com have been delivering intranet development solutions and ongoing support and maintenance for organizations including hospitals and medical institutions. As a certified Google Cloud Partner, we specialize in Google Workspace- based solutions. Give us a call at US ✆ +1 (302) 672 3007 UK ✆ +44 (207) 871 502 or contact us today to view a demo of our intranet solutions, and see how it can help increase employee productivity and save time and money. Click below to learn more about the Springboard Intranet solution.

Sales Hotlines

US ✆ +1 (302) 672 3007
UK ✆ +44 (207) 871 5021

Google Cloud Partner