Over recent years, we’ve observed many large enterprises navigate the Request-for-Proposal (RFP) process for employee experience platforms. Our experience highlights common success factors and pitfalls. Here are our top recommendations:

1. Invest Time in RFP Documentation
Spend time developing RFP documentation while still researching the market. This enables the selection of the best platform for the business. Our templates typically include:

• Technical requirements: architecture, data, and security.

• Functional requirements: communication, IT, employee engagement, central digital hub, and partnership needs.

2. Define Clear Use Cases
We’ve found that complementing the RFP with specific Use Cases—ideally demonstrated through branded demos – is the most effective way to understand the future-state user experience for employees.

3. Start with a Shortlist
If the Digital Discovery process has been completed, there will already be a recommended shortlist of platforms. Senior leaders often ask to complement that list with platforms they’ve had experience with in other businesses.

4. Build the Right Project Team
Our observations show that the most successful RFPs involve a project team that also supports implementation, ensuring ownership and continuity. Key roles include:

• Platform Executive Sponsor

• Platform Owner

• Communications Lead

• Change Lead

• IT Lead

• Operations Lead

• HR Lead

• Procurement Lead

• Project Manager

5. Align on Scoring Criteria
Agree upfront on the process to score and rate each platform.

6. Anticipate Stakeholder Behaviours
We often see IT teams favour incumbent tech stacks to solve all issues, while operations, HR, and communications lean toward specialised vendors that meet their needs. Broad stakeholder representation helps ensure the right platform is selected.

7. Clarify Integration Requirements
Be clear on the integrations required and where the cost sits to deliver them.

8. Consider Information Surfacing Options
Most organisations we work with create a simple URL from the landing page to other applications – quick, simple, and low-cost. Others use I-Frames, which require technical partner setup and ongoing maintenance, often at a higher cost.

9. Confirm Resourcing and Roadmap
Ensure clarity on the resourcing the platform will provide in-market and understand the product roadmap, including future release dates. Future products may come with additional costs, so negotiate their inclusion.

10. Plan for Timelines
Our experience shows the RFP process typically takes 3–4 weeks, depending on availability. After selecting a preferred vendor, allow an additional 3–4 weeks for security documentation and contract completion. This stage often slows due to legal and procurement resource constraints.

11. Prepare for Implementation
Once contracts are signed, implementation can begin – ideally with the same project team to maintain continuity.