The RFP process for hiring a digital agency is 22nd
century Kabuki. Highly trained, costumed and perfumed players sing and dance
well rehearsed traditional lines in ritualized set-piece scenarios.
Unfortunately the process rarely predicts the texture or substance of the
subsequent client-agency relationship or the quality of the services likely to
be delivered.
The process for finding an agency partner ought to be less
arduous, more fun and more likely to foreshadow the working relationship. Yet
getting there requires a willingness to break with tradition by confronting
your demons, identifying genuine needs and political or psychological realities
upfront and structuring a search process designed to elicit critical
information about an agency’s competence, finances and operating style while and
laying bare the tone and texture of how agencies operate day-to-day.
Identify Your Practical Needs. Do you need a big brain, tech savants, masters of media, social media
experimenters, an army of coders or just reliable arms and legs to execute your
strategy, compensate for your too lean staff or interface with your IT guys?
Understanding the real need and the division of labor between you and your
agency is the first step in the RFP process. Be clear about how much control,
direction and outsourcing you intend to do.
Next recognize that different agencies have different levels
of name recognition, positioning and points of origin which shape their
competence, their processes, their ability to engage and their price. No single
agency is great at everything. Every agency has its core competences and its
good and bad days.
Don’t Re-fight The Last War. Often RFPs seek to overcome and compensate for the failures and disappointments
with a current agency. Yet be careful not to over value or over correct for these specific
issues since they are likely to be a product of a particular agency-client
pathology; partly a result of your
technical, political, personality or marketing landscape and a partly a matter of casting,
chemistry, timing or emphasis by the agency.
Focus on the mission – what needs to be done. Do you need a
dramatic increase in market share, an improvement in eCommerce conversion,
regular technical tweaks, media optimization, a more systematic and integrated
campaign management approach or a complete brand re-stage? The task required
compared with the state of the business ought to be the prime directive in
shaping your agency search.
Take the Political Temperature. You have to decide how much brand equity, brainpower, speed,
creativity, media intimacy or technical chops you want, need or are willing to
pay for at the outset. Do you need quick-and-dirty or famous-and flashy? Are
you looking to impress the C suite or are you looking to augment or compliment
the skills of your staff? Ask yourself how much validation or blame will you
assign to the agency
Then compare the needed skills with the budget you have to
spend. How much of the budget are you willing to spend on travel, out of pocket
expenses and infrastructure? Do you want a marquee New York agency owned by a global
holding company, an independent firm with a hot reputation in your vertical or
two renegade guys in a room completely dedicated to your brand? What will your
management accept, appreciate and buy?
Once you clarify your own needs and the desires of your
management, you are ready to structure the RFP process. Give yourself 6 months.
Assume the exercise will take 90-120 days and that a subsequent notice,
transition and contracting period will be of equal length. Some firms prefer to
outsource the search effort others do it themselves or construct a hybrid
division of labor. The critical variable is a sense of control. Pick the
solution that gives you optimal control of the process and the outcome.
Cover the Basics.
The three fundamental questions you need to answer in any RFP process are: a)
who are they; b) what are they truly good at and c) can we sue them if they
screw us? Every agency worth its
salt has standard language to answer these questions and financial details and
references to substantiate their fiscal viability. You have to ask these
questions but you’ll be surprised at how similar the answers are and how little
real differentiation you get when comparing responses. Everyone is fabulous,
with the greatest teams skilled at every task you can imagine. Everyone has
great case studies, screen grabs, intricate process maps, snappy bios and
ironclad financials.
This material is the basic ante; table stakes in the game.
All this material should be understood as a check off rather than as critical
variables. Those who can’t produce this kind of information on a dime aren’t
ready for your serious consideration.
Surface Your Working Team. There are pitch teams and working teams. Pitch teams are the agency’s
smoothest, senior, accomplished veteran players. They are smart, glib,
practiced and polished. Working teams are the munchkins behind the scenes you
rarely see in a pitch. In many cases an agency will not empanel a working team
until they win the business so in many cases your working team is a fantasy.
Require your working team to be the pitch team. This will ensure that you get a
clear look at the people you’ll be working with. Allow the senior supervisors
to help, but insist that the agency identify and engage the account executives,
account supervisors and frontline creative, media or technical people who will actually work on your
business. Be sure to meet the digital producer and/or the project manager
because these individuals will really run your business and your budgets day by
day.
Probe for Process.
Mechanics, skill and speed determine productivity. Agencies are notoriously
slower and more expensive than client organizations and frequently have ad hoc
processes that can leave you vulnerable. Figure out how the agency works and
how it takes in and processes the information you give it. Compare that with
your internal processes and your productivity tolerances.
Are you willing to wait 4 weeks for a 5 paragraph e-mail?
Will a mini-site or a landing page take 30, 60 or 90 days to complete? How many
levels of editorial review and QA will those banner ads get? Will they traffic
drafts digitally or on paper? Will they deploy secure intranets or just use FTP
sites? Ask for process briefings and go through the agency process carefully to
understand who does what to whom and when. Give them hypothetical assignments
and ask for production time lines.
Identify Agency Partners. In this climate it makes little economic sense for agencies to retain
full-time people to manage occasional or contingent tasks. Almost every agency
relies on freelancers, vendors and partners to round out their service
offerings. List the tasks they do themselves and those they share with vendors
or partners. Compare the home-grown tasks with your top priority needs. Then
ask about the freelancers and vendors and how they manage these partner
relationships. Require case studies to show productivity and business results.
Illuminate Experience. If
they did for somebody else, it’s likely they can do it for you, too. Identify
your top priority needs and seek out analogous work that the agencies have
done. Map their experience to your needs. Be as specific as possible. Carefully
examine the planning process and the business goals and connect the dots. Look
at creative examples and media plans. Get them talking about how they came up
with the ideas in competitive contexts. You are looking for insightful thinking,
smart execution and the ability to redeploy these skills on your behalf. And
while experience is not 100% predictive of future results, all things being
equal an agency that has done the task you need has a greater chance of doing
it again right for you.
Look for Efficiencies.
Will the agency learn how to do things on your nickel or do they bring
well-established learnings, relationships, procedures and added value to the
table. Ask the agency about standing relationships and deals with technical
vendors, media outlets or infrastructure suppliers. Ask them to outline and
document approaches and philosophies on topics of importance to your marketing
effort. You are looking to leverage their experience and their network to your
benefit. Your goal in investigating these relationships is to assess the likely
added value you get by selecting a particular agency on the basis of its
experience and contacts.
Be as specific as you can and be relentless in follow-up
questioning. Ask pointed questions like ---Do you believe rich media yields
incremental conversion? Do you prefer one web platform over another and why?
Which off-the-shelf CRM solution have they used most often and why? Which media
will grant you (and us) most-favored nation deals? Ask for examples of skillful
media and vendor negotiations and then ask for the marketing and business impact
of these financial efficiencies.
Check References. No
one will give you a bad reference. But ask probing questions about the nature
of the relationship, the timing of projects, any claimed victories and/or the
day-to-day working experience. Ask pointed questions about the leadership, the
working team, timing and costs. Ask specifically about the things that went
wrong. There always are a few. Sometimes understanding how an agency recovers
from a screw-up is the most illuminating insight into their operation.
Once you have satisfied yourself that the short list
agencies have the requisite experience, relationships and energy, its time to
get creative. In many cases your finalists will have equivalent experience,
relationships and skill sets. They will have jumped the financial bar and
provided strong references. You’ll need to devise an ordeal to establish true
differences and to gauge how well you are likely to work with each of them.
Road Test the Finalist Agencies. Don’t ask for spec creative or free strategic
thinking. Instead ask agencies to participate in a live 90 minute strategy
session. This more than anything will give you a live feel for what it will be
like to work with any given agency team.
In structuring the live working session, follow this
formula:
- Prepare
real data to identify and document a real business issue or scenario that
they agency will face. Supply this to the agency 1 week ahead of the
session. Be sure all participating agencies have signed NDA agreements in
advance.
- Insist
that only 2 senior people and the working team assigned to your business
can participate.
- Limit
the session to 90 minutes. Set a clear outcome for the meeting. For
example, the meeting should yield a campaign theme and 3 tactics to
address this particular marketing problem.
- Have
your team, the people who will interact with the agency each day
participate in the session.
Run it as if the relationship existed.
- Use an
independent leader. Don’t lead the session if you are assessing the
outcome.
- Devise
a scorecard that accounts for the quality of the ideas, the creativity of
the team, the experience demonstrated and the chemistry between the
participants.
- Measure
how prepared the agencies were and what outside data, information or
experience they brought to the party.
- Try to
understand the relative contributions of the senior agency people versus
the working team members.
- Ask
your people which team they liked the best and why.
- Weight
this exercise relative to the other intelligence you’ve developed to make
a final decision.
Finding the right agency partner can be a crucial step
toward getting better business results. You want to break through the expected
and sidestep the pat answers. The process should force contenders out of their
comfort zones. Agencies have significant differences in style, skill and
leadership. Using these concepts
should give you a head start toward identifying them and comparing them
to your individual marketing needs .
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