Bring Back the Backburner: Eight Tasks You Can Do Between Your RFQ Deadlines
Have you ever told yourself that you’ll be successful if you can just make it to the bottom of your backburner to-do list? Although that feeling is liberating, most of us would agree that this kind of success has a rhythm to it – especially since RFQs seem to come in waves.
If you’re finally facing a couple of weeks that aren’t packed with 47 proposals, the concept of working proactively instead of reactively might sound like a foreign concept. But we wholeheartedly recommend it. Here are eight backburner tasks that can fine-tune your processes, let you breathe, and maybe even make you a marketer eager for another proposal!
- Cull your email contacts
When was the last time you updated your email contact database? If we’re being honest, it’s probably been a minute – and we’re not just talking about adding new emails. Run a bounce back report on your latest email blast and see which addresses aren’t receiving your emails. Then, go through the list and verify each email with a phone call or quick web search.
Bonus: Some CRMs offer plug-ins, like Unanet. You can automatically add your contacts to Unanet as you parse through your emails – adding them to companies you’re already in contact with – instead of writing that on a separate to-do list.
- Track those social media and website analytics
We know you’d never forget, but we also know it’s the first thing we ignore in times of stress. Happy dance for those that are on top of this 24/7 – you’re a unicorn.
- Organize your RFQ responses
Paragraphs on paragraphs of revisions no more! Again, most CRMs have a tool to store RFQ responses, but even if you’re old-school spreadsheet-ing this information, reviewing your canned responses for questions you’re asked over and over again can save you time in the future, especially if they’re all in one place. Imagine putting together an SOQ with one InDesign tab open!
- That dreaded file organization
Not only could we all stand to organize our network drives a little more, but I’m also going to bet that most of us don’t have asset management down to a science. There are beautiful resource-sharing platforms out there, but this blog will always champion the Adobe Creative Cloud Library tool. Color palettes, logos, other vectors, and even paragraph styles can be shared across your Adobe Suite. Not only does this help your brand consistency, it’s also a time-saver and joy-generating experience to simply click a button instead of typing in your hex code for your brand colors. Now, there’s certainly something to be said for memorizing your brand color codes, but what if you needed that brain space for memorizing the new Harry Styles album lyrics?
- Training
There’s no better time to finally dust off that book you’ve been promising yourself that you’ll read, or to subscribe to an online class and actually set aside the time to train or re-train yourself in a topic you’re passionate about. This could also help with team bonding: pick a buddy at the office and hold yourself accountable!
- RFQ closeouts
There’s nothing fresher than closing out your RFQ/RFPs. Maybe you don’t have a process yet, or maybe you just need a friendly reminder to upload all images into your management system and add any new client/consultant data into your CRM.
- Brainstorm and dream about your future content
Instead of working right until the deadline on your next social media post, grab a pen and list out as many ideas as you can! When you’re able to step away from a task like this, you might actually find yourself feeling inspired as these ideas marinate. When your deadlines creep up, you’ve already done the hardest part – getting started!
- Ask yourself: Is this a good time to try something new?
Maybe you or somebody on your team has been sitting on an idea that there hasn’t been time to try out. No time like the present, particularly if you don’t have a pressing billable project ahead of you.
RFQs may or may not wind down as we enter the ever-cherished summertime with vacations and pool days. Help the Future You™ create a solid rhythm for your “backburner” tasks and make your day-to-day life easier, even when the amount of work isn’t getting any smaller.
by Michelle Rohrbough, KFW Engineers + Surveying
