Over the years I’ve seen a lot of really bad Copier and MPS proposals and some very good ones.
The very bad ones far outweigh the very good ones. You’ve seen them, we call them, “hack proposals,” very vague, a price per month, nothing about delivery, install, return, training, support, network installation, etc. As much as we always try to get in front of the decision maker(s) there are many times when we just can’t get the access to them and we have to submit a proposal to the gate keeper, that will then forward the proposal for a decision.
What can make your proposal stand out from all of the others?
1. Make sure the proposal is perfect, no misspelled words, no wrong model numbers and no abbreviations. I’d like to point out that abbreviations can make you seem lazy because you didn’t take the time to type out the entire words. This can be seen as taking shortcuts and the last thing I want is the decision maker thinking is that I’m lazy or not putting the full effort in on something as simple as a proposal.
2. Action items which can include value points, list of features and benefits to the prospect.
3. A lockout solution/feature. If you did an awesome assessment you’ll probably have one or two solutions or features that will make you stand out. Make sure that you spell out what your solution or feature is going to do for them (what’s in it for them) such as: “On our assessment we noticed that there are many prints being left on the copiers and printers that are never picked up. In addition these documents have personal information on them. Our device agnostic Print Secure software will eliminate those pages being left on the printers and copiers, in additional all of the pages that are printed will have a banner on the document stating who printed that document.”
4. If you have multiple systems to quote, why not add a floor plan showing the existing systems and what systems will be moved, replaced or retired?
5.Outline the prospect’s existing costs and then present the expected replacements costs along with any savings.
6. If the customer is leasing, provide them with all of the leasing information, 24, 36, 48 and 60-month lease terms (unless the customer has specified that they only want you to quote a certain term).
7. Include a SOW (scope of work), what they can expect from you and what you expect of them. This is especially crucial when upgrading or buying out leases that are not in your portfolio.
8. Pictures can help tell a story. Add a picture of the system or even pictures of the options.
9. Cover letters are always a great way to show them that you and your company is professional in everything that you do.
10. Proposals are just that, nothing binding. Along with the proposal, present them with a completed order form, maintenance agreement, and lease. If you’re really committed, add your ‘sign here’ sticky notes and let them know that you expect the order. Remember that you are presenting you, your company, and your manufacturer on a piece of media. Make it easy to read (larger fonts), highlight key points of the proposal, make sure the prints are perfect (no shading, spots, or banding), and present in a folder, binder, or whatever you feel comfortable with.
Good selling!
