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Mid-Year RFP Reflections: What We’ve Learned So Far in 2025 

August 7, 2025
Proposal Management
4 min read
Someone at table with coffee and journal reflecting back on 2025 RFP trends, lessons and wins

As we reach the halfway point of 2025, it’s the perfect time to pause, reflect, and take stock of what this year’s RFPs have taught us. With dozens of proposals under our belt – from lightning-fast turnarounds to large, multi-stakeholder collaborations – we’ve seen some clear patterns emerge. 

Whether you’re in sales, strategy, or proposal operations, here are the key trends, takeaways, and surprising wins from our year in RFPs so far. 

The RFP world is always evolving, but this year we’ve noticed some sharp pivots: 

  • Tighter turnarounds: We’ve seen a spike in short-notice RFPs, with some clients receiving less than five business days to submit. The pace is quicker, and teams need to be ready to mobilize fast. 
  • More defined evaluation criteria: Scoring matrices are more detailed than ever, with increased focus on measurable outcomes, value-adds, and vendor differentiation. 
  • Storytelling is taking center stage: Clients aren’t just looking for features and checkboxes—they want to know why you, and how your solution connects to their bigger goals. 
  • DEI & ESG are front and centre: These are no longer “nice-to-haves.” They’re woven into mandatory criteria and require authentic, strategic responses. 
  • Tech and innovation are major players: More procurement teams are using platforms like Bonfire, Ariba, and RFP360. Internally, we’re also seeing increased interest in tools like Responsive, Loopio and Qvidian for content management and collaboration. 

2. Lessons learned  

Every RFP teaches us something. Here are a few reminders we’re carrying with us into the second half of the year: 

  • Preparation is power: The strongest submissions start with a solid intake. Teams that prioritize discovery calls, win themes, and early kickoff timelines are consistently more successful. 
  • Content chaos can kill momentum: When multiple reviewers, SMEs, and business units are involved, clear version control and centralized content management are essential. 
  • Copy-paste is not a strategy: High-scoring responses always reflect a tailored, client-specific approach. Strategic reuse of content is smart – replication without context isn’t. 
  • Defined roles reduce stress: The smoothest projects have a clear content lead, project manager, and review team. Knowing who owns what, and when, keeps things moving and deadlines met. 

3. Surprising wins & client highlights 

A few standout moments that made us proud: 

  • Successfully completed 20+ RFPs for relocation management companies and service providers, and employee health and wellness organizations.
  • Contributed to over $2M in new business wins and nearly $575K in contract renewals for our clients.
  • Developed and implemented streamlined RFP content management strategies tailored to each organization.
  • Uploaded and organized proposal content libraries for lean teams with limited internal resources.
  • Delivered hands-on proposal training to equip sales teams and cross-functional stakeholders with best practices.
  • Conducted five comprehensive proposal audits to identify content gaps and optimization opportunities.
  • Established scalable RFP operations using proven workflows, templates, and intake systems.
  • Assisted clients in sourcing and qualifying new RFP opportunities to support business growth and expansion.

The common thread? Thoughtful strategy + nimble execution + strong collaboration. 

4. How our work has evolved 

Behind the scenes, we’ve been refining how we work too: 

  • We’ve established new proposal operations using proven systems and workflows to help clients build efficient, scalable operations from the ground up. By introducing repeatable workflows, we enabled teams to respond faster, stay compliant and focus on strategic storytelling.
  • We’ve expanded our offerings to include a new division of Global Mobility Services that includes end-to-end Global Mobility Solutions to support HR, Talent Mobility and Total Rewards leaders in managing mobility strategies efficiently and compliantly.  
  • And with new team members and capabilities, we’re more equipped than ever to handle complex projects—without sacrificing speed or quality. 
     

5. What’s ahead: Q3 & Q4 predictions 

Looking toward the rest of 2025, we’re keeping an eye on: 

  • Even more automation and AI-assisted responses, but balanced with human nuance. 
  • Tighter alignment between sales and proposal teams, especially as the stakes (and expectations) grow. 
  • Increased importance of brand and tone of voice, especially in sectors where everyone’s offering looks similar on paper. 
  • More cross-functional collaboration, as proposals continue to span legal, HR, tech, marketing, and finance. 

Our focus? Helping clients work smarter—not just harder. That means building systems, content, and workflows that scale without burning out your team. 

Final thoughts: let’s win smarter together 

Six months in, and one thing is crystal clear: the best proposals aren’t just written. They’re designed with intention, clarity, and the reader in mind. 

If you’re looking to refine your proposal process, audit your content, or get support for an upcoming high-priority RFP, we’re here to help. Let’s make the rest of 2025 your most successful yet. 

Ready for a mid-year content audit or strategy session? Let’s connect. 

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