Whether you are selling venues, group accommodation or travel, meetings or events, the foundation to getting a client to say yes remains the same. No doubt, you are sending out more and more proposals, so wouldn’t it be great if more and more clients confirmed? We share three ways to ensure consistency and effectiveness when creating your proposals, along with access to a free trial on our all in one cloud platform - Qondor.
1. Choose the right visuals
Images can be powerful, and help break up the presentation of your proposal. Be informative with text, yes, but at this point you are still selling, so keep this concise and relevant. Just make sure you have met your client’s needs, included the right information and added images which best showcase your offering and what the client is after. After all, images shouldn’t be used as a decorative element. The right images could be a key driver in selling your proposal.
Be sure to use high quality images if you have them. If you don’t, depending on your offering – make that photoshoot happen. Reach out to your suppliers for images. Use stock libraries, there are plenty with free use such as Unsplash or Pixabay. You could have a gorgeous venue, but a low quality photo may not do it any justice and this is what a first time client will use to make their judgement.
Most project managers are probably not so focused on the design, so when it comes to formatting, choosing the right images, sizing and so on, it can be too much to think about when you just want to get the proposal out.
This is why it is handy to work with a system that sorts that out for you. Qondor provides you with the flexibility to customise your proposal. When uploading images, Qondor aims to include the part of the image most relevant for presentation. You can also crop freely if the scene is not how you want it to be, the choice is yours. It is also possible to search for images in existing projects; Qondor finds relevant images that have been used before so it’s easy to find and reuse content.
2. Get your proposal out quickly
I have witnessed many missed opportunities, because the client wanted a quick response and the proposal just wasn’t there on time. Because of this the client has seen other proposals, shared this with their peers or seniors, and by the time the last proposal arrives they have made their decision. The bad news for you, they’ve chosen the person who was most responsive.
The client wants to check thoroughly, possibly make changes, wants security and might have to get this approved by someone else. Time is of the essence for all parties.
So prioritise proposals, this is where the relationship between you and your client begins. If you show that you are prepared to serve them now, then you will have already started to build trust and they will be comfortable working with you the whole way. Make sure you have templates readily available and reusable content such as hotel descriptions and venue images.
Taking time with proposals may not be anyone’s fault, but could be due to the piles of proposals you may have to complete, uncertainty from the client or just, an inefficient system. That’s why we built this function in Qondor; we wanted to make it simple to create and edit proposals as quickly as possible without compromising on quality.
In Qondor, you can create your offer from a template, database or from scratch. Then create products which could be a hotel, venue, flight or activity; Qondor will store these so that they can be reused at any time. You can search and add these to new proposals at the touch of a button, with existing prices or new ones. Prices and offerings may be different for each client, so it is possible to tailor this information when adding to your proposal without altering the template product. You can also edit template products so that they are always up to date and to ensure that everyone in your office is using the right content. Plus, it’s so much easier to access and update products in one place, rather than fussing with out of date content stored in other locations.
Watch an example of an offer from a client’s point of view:
3. Make communication easy and make time to follow up
It’s likely that this sales process will not be a linear one. There will be several requests for changes, negotiation, expected back and forth. Making it possible for your client to communicate their requests to you will make it a whole lot easier for you and the client. Often, the proposal is viewed separately, and these requests are sent through email, over the phone or taken as a message by a colleague, but wouldn’t it just be a lot easier if you could view and respond all in one place?
Of course, Qondor has a solution for that too! Your clients can view your proposal anytime, anywhere and they can respond to your offer on the same page. Our favorite part is that you can comment on the exact product, so just making it really clear what the client needs and leaving little room for error.
You probably already know this, but following up is so crucial to securing business and yet it feels impossible to do when you have so many other tasks and clients to get back to. Every client is equally important, so choose a set day and a set hour where you use this time to only follow up on proposals. Show that client you care, that their business is important to you.
If you’re working in Qondor, you can set up reminders in Tasks manager. We love the idea of working smart over working hard and having clear, specific tasks helps us to stay organized and efficient. Creating a task for “follow ups” will keep you focused and ensure you are not losing any opportunities to close that sale. If you work in a team, you can even assign tasks to colleagues to ensure everyone is doing their bit.
Try before you buy
These are not the only factors which will guarantee a proposal, but we have served thousands of proposals in the last few years, and so we have chosen what we have noticed and feel is key to be aware of. If you are using a system that is not working for you today, then get in touch. Our all in one cloud platform powers more than proposals, and can make a positive impact on project managers, making their lives a little bit easier. If you need a case to take forward to your boss, then why not get started on our free trial first so you can get an idea of whether Qondor is right for your organisation. Having the right tool makes a difference, to your sales, your productivity and your work life.