Contributed by Ruth Martin
You see an RFP that matches your services. You receive an email inquiry asking if you can handle a certain task. Before hitting REPLY you need to Stop! . . . Pause. . . Do some background research.
Check them out.
Take the time to get to know your next prospective client. You’ll be glad you did. This extra step can make the difference between getting the client, avoiding a scam, and getting a timely payment. Always learn who you may be working with before sending a reply.
Put on your internet researcher hat and get ready to use Google to the fullest. Search the individual’s name, business name, and email address for starters. Depending on the amount of information you learn you may want to consider reviewing their affiliations, social media sites, and possibly the Better Business Bureau.
Have you stumbled upon any articles they have written or that have been written about them?
What kind of business it is?
Are you familiar with the various services/products being offered?
Beginning to get a clearer picture of who this individual is?
Do they still appeal to you or are you finding that they may not be your ideal client?
I understand, it seems like a lot of research merely to answer an RFP or an inquiry that may or may not yield work. But, what you gain from doing background research can give you a real edge when responding. More importantly, it demonstrates your desire to dig in and learn about them, showing you’re the type to be invested in what they are doing and the direction they are moving. The rewards that come in knowing the details and other business specific tidbits WILL make you stand above any other responses that are received.
It’s perfectly acceptable to mention that you visited their website and comment about something that stood out to you. Mentioning elements about their business in your response will demonstrate that you’ve done your homework, have a genuine interest, and are ready to get serious about joining efforts with them.
And, if you learn some data that makes this one a less-than-ideal match for you, well, it’s better to know this now rather than later on. Either way, it’s a win-win situation for you.
How often do you do a little background research? Tell me what you Google search.
Ruth, you bring up one of the most important points when considering a client. The prospective client has already checked out the VA, it only stands to reason to do your due diligence research about a prospective client. And yes, it should be done before the reply to a RFP and such. Thank you for bringing this little tidbit of information to the forefront.
I have mixed feelings about this post. Yes, performing due diligence is a great rule. But as with any rule, there are many exceptions. Here I draw on both my experience as a VA and as a project manager.
First of all, you’re right, one should always check whether the business you are sending your proposal to is legit. This is a basic check – professional website and e-mail, a list of clients and/or testimonials, it helps if you find the person who posted an RFP on social networks, especially LinkedIn.
But it really doesn’t make much sense to me to spend a few hours digging up in-depth info on a prospective client for a project that, if awarded, will only take you a few hours to complete.
Why would it take so long do do all the research? Well, for one, you have to go way beyond the first three pages of Google. Negative information that comes up in searches might not be accurate or current (such as complaints on consumer complaint sites); poor BBB rating might result from missing the complaint response deadline; and, especially in the case of very small businesses and solo entrepreneurs, they simply don’t have much content outside of their website (that’s why they are looking for a VA).
I mean, if you’re replying to an RFP for ongoing project or a one-time project that is financially sizable, by all means, take time to do all the research.
But if this is a request for a small-scale project, I personally would do only the basic research (unless I have lots of free time).
Ruth, this is excellent advice. I haven’t encounted a bad client or a scam — yet– but I will certainly heed your advice and do a bit of research before I reply to an inquiry or an RFP. You never know who you are dealing with in the virtual market so a few minutes spent researching could save lots of distress later.
It’s great to get your input and I welcome the opportunity to hear varying viewpoints.
As you mentioned, Yelena, spending hours to do research regardless of the size of the project is a waste of time. Seldom have I ever found the need to invest more than 15 minutes to do some Google searches. This isn’t meant to be a dirt digging expedition. If the results aren’t in the first page or two then that indicates an area of service the prospect could use; up-selling my services to them just as you mentioned ‘that’s why they are looking for a VA.’.
If I notice something they’ve done that could be repurposed then there’s an additional service that I could offer. You get the idea.
Thanks for pointing out that doing background research should be a timely activity never an expedition and can be the beginnings of turning a one time project into an ongoing relationship.
Hi Ruth,
You bring up some excellent points! I reasearch each person/company that requests an RPF. I think it is just as important for us to protect ourselves by partnering with solid clients as it is for a potential client to want to feel secure in our abilities and services.
I always conduct a full search on names and BBB ratings if any. Red flags can certainly arise and prevent difficulty and heartache later. As my Daddy used to always say…past performance is a great indicator of future behavior.
Take the time on the front end to do due diligence and protect yourself and your business!