RFP response process before Loopio
Watson Health Imaging was using a different “master document” for each RFP. One person would answer what they could, then email out the remaining questions — often with multiple people responding. This meant:
- Heavy Project Management
- Duplication of Work
- Longer Response Times
When asked about his experience before Loopio, Rob Wunder, RFP Team Lead, said “I don’t want to go back to those days—it was a nightmare.”
Streamlining the RFP response process
Rob works with Brett, an RFP Specialist, to load over 50 RFPs into Loopio per year. These RFPs range in size and sometimes contain over 1,000 questions. After loading the RFP, they invite the relevant team (Cardiology or Radiology) to the Project.
In Cardiology, John and his team focus on efficiency and “attack an RFP like a school of piranhas—they all jump in and take it apart.” Team members Assign questions to whoever is best suited to answer them.
In Radiology, the head Subject Matter Expert (SME) promotes knowledge sharing by Assigning questions to team members who need to grow in a certain area, instead of leveraging existing experts.
From the Loopio Dashboard, Rob captures the Status Bar of each Project and sends out a weekly email, highlighting remaining deliverables. If anyone falls behind, Brett uses Nudge to send reminder emails to keep them on track.
Once an RFP is complete, Rob leverages Loopio’s “Close the Loop” workflow to feed that new content back into the Library. This centralized management model gives Watson Health Imaging a gatekeeper for all of their Library content.
Scaling the RFP response process
Rob loves that Loopio has made collaboration across a geographically diverse team easy. With clear visibility and ownership for all deliverables, plus an easy to search Library, the Watson Health Imaging team counts on Loopio to get their RFPs completed on time.