Using Generative AI in RFP Writing
In a panacea of business documents, one of the most pivotal to an organization’s success is the Request for a Proposal (RFP). Few documents can make your heart soar or sink like an RFP. The stakes are high for any organization that spends time creating and submitting a competitive bid. Those high stakes can make the idea of using generative Artificial Intelligence (AI) in an RFP feel like a no-brainer! After all, advances in AI mean potentially streamlining everything from research to content creation. But while AI may seem like an answer from the RFP gods made in tech heaven, we can’t cast out human writers just yet. When it comes to creating winning proposals, AI in RFP writing is still pretty obvious.
While AI may be a mechanical genius, humans still have the secret sauce (spoiler alert: it’s called empathy and creativity) when it comes to writing RFPs. We will break down why AI is turning heads in the RFP space, the amazing potential for efficiency, and the pitfalls of letting a computer do all the talking.
The Rise of the Robo-Writer
Artificial Intelligence (AI) development is making strides at lightning speed. Thanks to advancements in machine learning and Natural Language Processing (NLP), AI tools can create paragraphs in seconds. AI can also mine endless data and provide a digital evaluation of your document.
When you have multiple potential projects on the board, AI can seem like the most fantastic co-worker you’ve ever had. AI can build initial structures, summarize key points from lengthy technical documents and provide boilerplate and generic text without ever leaving a burnt popcorn smell behind in the break room.
Still, with any new emerging technology, there are important questions to consider: Where does the value of the human experience fit in? Can using AI writing in RFPs capture an organization’s unique identity or brand voice? Will the automated text inadvertently introduce errors or compliance oversight? It is important to understand the capabilities of what AI can accomplish– and maybe set a few boundries along the way.
Why Pure Automation Can Lead to Mediocre Proposals
For all the sci-fi excitement AI brings, it’s not quite ready to snag a Nebula Award just yet. Lean too heavily on robo-writers, and you might find yourself in a futuristic pickle.
- The Repetitive Trap: AI is efficient at generating text but often leans on repetitive phrases and standardized language. If five different companies are using the same AI to write their RFPs, their proposals will sound alike. And, if your competition is using generic AI structures and vocabulary, then that just makes writing winning narratives easier for those relying on seasoned writers with a love for original storytelling.
- Compliance Gaps: AI can catch many compliance issues, but it’s imperfect. If a requirement is hidden in ambiguous language, the machine might give it a pass. Having a seasoned compliance expert who can read between the lines will catch costly mistakes.
- AI Safe or AI Sorry: Not all AI is equal. When feeding sensitive data into an AI platform, there is always a risk of unwittingly sharing proprietary and confidential information with a comprehensive platform. Additionally, if AI is trained on questionable datasets, it can inadvertently perpetuate biases that creep into your proposal.
- Uninspiring Narratives: Proposals should be cohesive and compelling, leading evaluators through your story in a natural and engaging way. AI can place the puzzle pieces on the table but can’t arrange them into a picture that tugs at the heartstrings or solves the problem with flair.
Human Heroes: The Secret Brains Behind AI in RFP Writing
If AI can do so much, then why do we really need humans? Let’s get to the heart of the matter:
- Emotional Story Telling: When responding to an RFP, it is not enough to rattle off features and benefits. Evaluators want to know the “why” behind your organization’s approach. Writing a compelling narrative highlighting your team’s journey, successes, and partnership potential is meant to build a memorable personal connection. AI can mimic skeletal narratives based on patterns, but human writers understand the significance of a narrative from a lived experience.
- Creating a “Trust Us” Vibe: Winning proposals is more than just checking boxes; it hinges on the client’s trust that you are a reliable partner. A robot reciting your client roster can bring on yawns. Still, a human explaining how your values align with the clients, illustrated by real-world anecdotes, will keep the evaluators engaged and wanting to learn more – catapulting you to those coveted shortlist interviews.
- Strategic Pivoting: Seasoned bid writers and managers understand more than just formatting; they grasp the deep needs of the client. Some clients care about costs; others care about social impact or innovation. Humans can strategize how to pivot for each unique response.
- Reading the Room (and the RFP) Bid Managers and writers are well-tuned humans to subtle changes in a client’s objective, situation, and emotional feedback. AI can’t shift gears and adapt their perception on a dime. Humans, though? Humans can read between the lines during a pre-proposal conference and adapt their approach based on responses to a Q&A.
Looking into the AI Crystal Ball
As AI continues to evolve and push its way into the RFP space, it may become more adept at writing. We will see AI tools integrating with project management systems, spitting our real-time resource allocation plans and pivot tables in a snap. And that’s great!
But if you rely solely on AI, you’ll produce a document that reads like a technical manual lacking emotional pull.
RFPs are not just about listing capabilities, aligning budgets, or checking boxes (although those are important, too!). They’re about showing the prospective client why you are passionate about solving their problems. Winning proposals go beyond reading an RFP like a checklist; they engage in the client’s hopes, pains and priorities on a deeper level.
AI can get you partway there, like a self-driving car covering highway miles, but you still need a human for those tricky side streets.
You only get one chance to spark an interest and convey your passion. Don’t blow it with a generic AI response bot.
AI in RFP Writing
AI might not be ready to write RFPs, but we are! At The Bid Lab, we rely on both AI tools and our industry-agnostic expert proposal writers, project managers, editors, and designers to help you tell the story of your business. And, yes, if our clients want to use AI to write their RFPs, we can do that, too. In fact, we even have a user-friendly RFP search engine called Bid Banana, which allows you to find industry bids. So, to see how our team can help your team, contact us today. Reach out for a free consultation by calling 1-844-4BIDLAB or emailing respond@thebidlab.com.
Check out these related links straight from our Learning Center!
