Before the RFP: five questions to answer

What business outcome matters?

Describe the operational change you want, before describing the software you expect to buy. A useful brief explains the current problem and the outcome that would make the investment worthwhile.

Who needs to be involved?

Bring business owners, end users, technology teams and procurement into the conversation. Different stakeholders can reveal constraints that are easy to miss when requirements are written in isolation.

What must the solution connect to?

Identify the systems, data sources and working processes that the solution needs to support. Explain known integration constraints and distinguish confirmed facts from questions suppliers should investigate.

How will proposals be compared?

Agree the evaluation criteria before responses arrive. Consider functional fit, implementation approach, operational support and the complete cost of ownership alongside price.

What will a successful handover look like?

Set expectations for acceptance, documentation, training and support. Procurement is the beginning of a delivery relationship; the brief should help both sides understand that relationship.