How to Run a Quick RFP in Just 30 Days!

RFPs have a reputation for being slow, bureaucratic, and painful. Too often, they drag on for months, frustrate internal teams, and alienate potential vendors. But delay is expensive, and it's unnecessary.

Whether you're replacing outdated software, responding to a change in business need, or accelerating transformation, a long, drawn-out RFP process can stall progress and demoralise everyone involved. At Viewpoint Analysis, we specialise in helping mid-sized organisations run structured but agile RFPs that take just 30 days - from first briefing to final decision.

It's something we're familiar with, having run Rapid RFI and Rapid RFP for many well-known brands, and we've also worked in sales for decades, responding to numerous RFX documents.

Here’s how technology selection can be completed in 30 days or less - and why it works.

The Case for Quick Technology Selection Processes

Why do RFP and RFI processes take months? It's because people do what they have always done, and they follow the same standard path. Also, it's because companies just expect that it takes time. They build a process that is more akin to a project in its own right - because that's what is acceptable.

Speed isn’t about cutting corners. It’s about focusing effort where it counts. A quick RFP helps you:

• Avoid internal fatigue: Long RFPs lose momentum. A focused 30-day sprint keeps stakeholders engaged.

• Motivate vendors: Vendors put their best people on opportunities that move fast and show intent. They want to win quickly. They don't want to lose quickly, but it's the best way of losing (if there is such a thing).

• Align decision-makers: Shorter timelines force alignment early, avoiding backtracking later.

• Reduce business risk: Faster resolution means less downtime, less disruption, and faster benefit realisation.

Basically, a well-run, accelerated RFP leads to better outcomes and happier teams. It's just a matter of being brave enough to make it happen.

What Makes a Quick RFP Work?

Here’s what we’ve learned from delivering our 30-Day Technology Selection service and Rapid RFI / RFPs for clients across sectors:

1. Get Clear on What You Need - Quickly

A rapid RFP starts with clarity. We help clients articulate their goals, pain points, must-haves, and deal-breakers - not in a 50-page requirements document, but in a focused, actionable brief that tells vendors exactly what matters most. We call it a 'Challenge Brief' - and it works.

Also, make sure you set expectations - you are going to need your team to support the fast approach, and also your vendor community. Let them know why we are moving quickly, and why that's so brilliant for them. Yes, it's going to be intensive - but you are going to gain substantial benefits.

2. Limit the Number of Vendors

With the 30-day process that we run for our clients, we're able to cast the net fairly wide and run a super-quick variant of both our Rapid RFI and our Rapid RFP. We can do this because we're experts in our field. If you are running this yourself, our view would be to just keep to an RFP and to limit the number of vendors to no more than 5.

3. Use a Structured and Streamlined Process

At Viewpoint Analysis, we use a fast-paced sequence:

• Week 1: Buyer interviews, long-list confirmation, vendor calls, RFP issued

• Week 2: Vendor responses and Q&A

• Week 3: Demos, workshops, clarifications, shortlisting

• Week 4: Final evaluation, scoring, and decision

Everything is scheduled in advance, with vendor time and buyer time locked in. We'll also streamline everything we can - the less steps, the fewer vendor calls...the quicker the process.

4. Encourage Collaboration, Not Just Forms

We structure meaningful vendor interactions - not just forms and templates. Demos, Q&A sessions, and scenario-based workshops enable vendors to demonstrate how they solve your problems, not just check boxes. We're looking for the vendors to tell us how they help - we don't waste time telling them what we expect of them.

5. Make the Decision Process Visible and Fair

Scoring criteria are defined in advance and shared with all evaluators. This avoids bias, ensures transparency, and builds consensus fast. Let the internal team, and the vendors know what we're judging - it makes life quicker and easier.

Why Clients Choose Viewpoint Analysis

Our 30-Day Technology Selection service exists because traditional RFPs don’t work for everyone. Mid-sized businesses, especially those without large procurement teams, often need expert support - but also want to move fast.

We act as your technology matchmaker. We help you define the brief, run the process, keep everyone on track, and ensure a robust but streamlined selection. We don’t slow things down, we accelerate decision-making with structure, clarity, and focus.

Also - what we've created is industry-leading. It's quick, and it means your team can just get on and do what they do best.