{"rowid": 115, "title": "Charm Clients, Win Pitches", "contents": "Over the years I have picked up a number of sales techniques that have lead to us doing pretty well in the pitches we go for. Of course, up until now, these top secret practices have remained firmly locked in the company vault but now I am going to share them with you. They are cunningly hidden within the following paragraphs so I\u2019m afraid you\u2019re going to have to read the whole thing.\n\nOk, so where to start? I guess a good place would be getting invited to pitch for work in the first place.\n\nShameless self promotion\n\nWhat not to do\n\nYou\u2019re as keen as mustard to \u2018sell\u2019 what you do, but you have no idea as to the right approach. From personal experience (sometimes bitter!), the following methods are as useful as the proverbial chocolate teapot:\n\n\n\tCold calling\n\tAdvertising\n\tBidding websites\n\tSales people\n\tNetworking events\n\n\nOk, I\u2019m exaggerating; sometimes these things work. For example, cold calling can work if you have a story \u2013 a reason to call and introduce yourself other than \u201cwe do web design and you have a website\u201d. \u201cWe do web design and we\u2019ve just moved in next door to you\u201d would be fine. \n\nAdvertising can work if your offering is highly specialist. However, paying oodles of dollars a day to Google Ads to appear under the search term \u2018web design\u2019 is probably not the best use of your budget. \n\nSpecialising is, in fact, probably a good way to go. Though it can feel counter intuitive in that you are not spreading yourself as widely as you might, you will eventually become an expert and therefore gain a reputation in your field. Specialism doesn\u2019t necessarily have to be in a particular skillset or technology, it could just as easily be in a particular supply chain or across a market.\n\nTarget audience\n\n\u2018Who to target?\u2019 is the next question. If you\u2019re starting out then do tap-up your family and friends. Anything that comes your way from them will almost certainly come with a strong recommendation. Also, there\u2019s nothing wrong with calling clients you had dealings with in previous employment (though beware of any contractual terms that may prevent this). You are informing your previous clients that your situation has changed; leave it up to them to make any move towards working with you. After all, you\u2019re simply asking to be included on the list of agencies invited to tender for any new work.\n\nLook to target clients similar to those you have worked with previously. Again, you have a story \u2013 hopefully a good one!\n\nSo how do you reach these people?\n\n\n\tMailing lists\n\tForums\n\tWriting articles\n\tConferences / Meetups\n\tSpeaking opportunities\n\tSharing Expertise\n\n\nIn essence: blog, chat, talk, enthuse, show off (a little)\u2026 share.\n\nThere are many ways you can do this. There\u2019s the traditional portfolio, almost obligatory blog (regularly updated of course), podcast, \u2018giveaways\u2019 like Wordpress templates, CSS galleries and testimonials. Testimonials are your greatest friend. Always ask clients for quotes (write them and ask for their permission to use) and even better, film them talking about how great you are.\n\nFinally, social networking sites can offer a way to reach your target audiences. You do have to be careful here though. You are looking to build a reputation by contributing value. Do not self promote or spam!\n\nWriting proposals\n\nIs it worth it?\n\nOk, so you have been invited to respond to a tender or brief in the form of a proposal. Good proposals take time to put together so you need to be sure that you are not wasting your time. There are two fundamental questions that you need to ask prior to getting started on your proposal:\n\n\n\tCan I deliver within the client\u2019s timescales?\n\tDoes the client\u2019s budget match my price?\n\n\nThe timescales that clients set are often plucked from the air and a little explanation about how long projects usually take can be enough to change expectations with regard to delivery. However, if a deadline is set in stone ask yourself if you can realistically meet it. Agreeing to a deadline that you know you cannot meet just to win a project is a recipe for an unhappy client, no chance of repeat business and no chance of any recommendations to other potential clients.\n\nPrice is another thing altogether. So why do we need to know?\n\nThe first reason, and most honest reason, is that we don\u2019t want to do a lot of unpaid pitch work when there is no chance that our price will be accepted. Who would? But this goes both ways \u2013 the client\u2019s time is also being wasted. It may only be the time to read the proposal and reject it, but what if all the bids are too expensive? Then the client needs to go through the whole process again.\n\nThe second reason why we need to know budgets relates to what we would like to include in a proposal over what we need to include. For example, take usability testing. We always highly recommend that a client pays for at least one round of usability testing because it will definitely improve their new site \u2013 no question. But, not doing it doesn\u2019t mean they\u2019ll end up with an unusable turkey. It\u2019s just more likely that any usability issues will crop up after launch.\n\nI have found that the best way to discover a budget is to simply provide a ballpark total, usually accompanied by a list of \u2018likely tasks for this type of project\u2019, in an initial email or telephone response. Expect a lot of people to dismiss you out of hand. This is good. Don\u2019t be tempted to \u2018just go for it\u2019 anyway because you like the client or work is short \u2013 you will regret it.\n\nOthers will say that the ballpark is ok. This is not as good as getting into a proper discussion about what priorities they might have but it does mean that you are not wasting your time and you do have a chance of winning the work. The only real risk with this approach is that you misinterpret the requirements and produce an inaccurate ballpark.\n\nFinally, there is a less confrontational approach that I sometimes use that involves modular pricing. We break down our pricing into quite detailed tasks for all proposals but when I really do not have a clue about a client\u2019s budget, I will often separate pricing into \u2018core\u2019 items and \u2018optional\u2019 items. This has proved to be a very effective method of presenting price.\n\nWhat to include\n\nSo, what should go into a proposal? It does depend on the size of the piece of work. If it\u2019s a quick update for an existing client then they don\u2019t want to read through all your blurb about why they should choose to work with you \u2013 a simple email will suffice.\n\nBut, for a potential new client I would look to include the following:\n\n\n\tYour suitability\n\tSummary of tasks\n\tTimescales\n\tProject management methodology\n\tPricing\n\tTesting methodology\n\tHosting options\n\tTechnologies\n\tImagery\n\tReferences\n\tFinancial information\n\tBiographies\n\n\nHowever, probably the most important aspect of any proposal is that you respond fully to the brief. In other words, don\u2019t ignore the bits that either don\u2019t make sense to you or you think irrelevant. If something is questionable, cover it and explain why you don\u2019t think it is something that warrants inclusion in the project.\n\nShould you provide speculative designs? If the brief doesn\u2019t ask for any, then certainly not. If it does, then speak to the client about why you don\u2019t like to do speculative designs. Explain that any designs included as part of a proposal are created to impress the client and not the website\u2019s target audience. Producing good web design is a partnership between client and agency. This can often impress and promote you as a professional. However, if they insist then you need to make a decision because not delivering any mock-ups will mean that all your other work will be a waste of time.\n\nWalking away\n\nAs I have already mentioned, all of this takes a lot of work. So, when should you be prepared to walk away from a potential job? I have already covered unrealistic deadlines and insufficient budget but there are a couple of other reasons. Firstly, would this new client damage your reputation, particularly within current sectors you are working in? Secondly, can you work with this client? A difficult client will almost certainly lead to a loss-making project.\n\nPerfect pitch\n\nRequirements\n\nIf the original brief didn\u2019t spell out what is expected of you at a presentation then make sure you ask beforehand. The critical element is how much time you have. It seems that panels are providing less and less time these days.\n\nThe usual formula is that you get an hour; half of which should be a presentation of your ideas followed by 30 minutes of questions. This isn\u2019t that much time, particularly for a big project that covers all aspect of web design and production. Don\u2019t be afraid to ask for more time, though it is very rare that you will be granted any.\n\nAsk if there any areas that a) they particularly want you to cover and b) if there are any areas of your proposal that were weak.\n\nAsk who will be attending. The main reason for this is to see if the decision maker(s) will be present but it\u2019s also good to know if you\u2019re presenting to 3 or 30 people.\n\nWho should be there\n\nGenerally speaking, I think two is the ideal number. Though I have done many presentations on my own, I always feel having two people to bounce ideas around with and have a bit of banter with, works well. You are not only trying to sell your ideas and expertise but also yourselves. One of the main things in the panels minds will be \u2013 \u201ccan I work with these people?\u201d\n\nHaving more than two people at a presentation often looks like you\u2019re wheeling people out just to demonstrate that they exist.\n\nWhat makes a client want to hire you?\n\nIn a nutshell: Confidence, Personality, Enthusiasm.\n\nYou can impart confidence by being well prepared and professional, providing examples and demonstrations and talking about your processes. You may find project management boring but pretty much every potential client will want to feel reassured that you manage your projects effectively.\n\nAs well as demonstrating that you know what you\u2019re talking about, it is important to encourage, and be part of, discussion about the project. Be prepared to suggest and challenge and be willing to say \u201cI don\u2019t know\u201d.\n\nAlso, no-one likes a show-off so don\u2019t over promote yourself; encourage them to contact your existing clients.\n\nWhat makes a client like you?\n\nEngaging with a potential client is tricky and it\u2019s probably the area where you need to be most on your toes and try to gauge the reaction of the client. We recommend the following:\n\n\n\tEncourage questions throughout\n\tAsk if you make sense \u2013 which encourages questions if you\u2019re not getting any\n\tHumour \u2013 though don\u2019t keep trying to be funny if you\u2019re not getting any laughs!\n\tBe willing to go off track\n\tRead your audience\n\tEmpathise with the process \u2013 chances are, most of the people in front of you would rather be doing something else\n\tThink about what you wear \u2013 this sounds daft but do you want to be seen as either the \u2018stiff in the suit\u2019 or the \u2018scruffy art student\u2019? Chances are neither character would get hired.\n\n\nDifferentiation\n\nSometimes, especially if you think you are an outsider, it\u2019s worth taking a few risks. I remember my colleague Paul starting off a presentation once with the line (backed up on screen) \u2013 \u201cHeadscape is not a usability consultancy\u201d. This was in response to the clients request to engage a usability consultancy. The thrust of Paul\u2019s argument was that we are a lot more than that.\n\nThis really worked. We were the outside choice but they ended up hiring us. Basically, this differentiated us from the crowd. It showed that we are prepared to take risks and think, dare I say it, outside of the box.\n\nDealing with difficult characters \n\nHow you react to tricky questioning is likely to be what determines whether you have a good or bad presentation. Here are a few of those characters that so often turn up in panels:\n\nThe techie \u2013 this is likely to be the situation where you need to say \u201cI don\u2019t know\u201d. Don\u2019t bluff as you are likely to dig yourself a great big embarrassment-filled hole. Promise to follow up with more information and make sure that you do so as quickly as possible after the pitch. \n\nThe \u2018hard man\u2019 MD \u2013 this the guy who thinks it is his duty to throw \u2018curve ball\u2019 questions to see how you react. Focus on your track record (big name clients will impress this guy) and emphasise your processes.\n\nThe \u2018no clue\u2019 client \u2013 you need to take control and be the expert though you do need to explain the reasoning behind any suggestions you make. This person will be judging you on how much you are prepared to help them deliver the project.\n\nThe price negotiator \u2013 be prepared to discuss price but do not reduce your rate or the effort associated with your proposal. Fall back on modular pricing and try to reduce scope to come within budget. You may wish to offer a one-off discount to win a new piece of work but don\u2019t get into detail at the pitch.\n\nDon\u2019t panic\u2026\n\nIf you go into a presentation thinking \u2018we must win this\u2019 then, chances are, you won\u2019t. Relax and be yourself. If you\u2019re not hitting it off with the panel then so be it. You have to remember that quite often you will be making up the numbers in a tendering process. This is massively frustrating but, unfortunately, part of it. If it\u2019s not going well, concentrate on what you are offering and try to demonstrate your professionalism rather than your personality. Finally, be on your toes, watch people\u2019s reactions and pay attention to what they say and try to react accordingly.\n\nSo where are the secret techniques I hear you ask? Well, using the words \u2018secret\u2019 and \u2018technique\u2019 was probably a bit naughty. Most of this stuff is about being keen, using your brain and believing in yourself and what you are selling rather than following a strict set of rules.", "year": "2008", "author": "Marcus Lillington", "author_slug": "marcuslillington", "published": "2008-12-09T00:00:00+00:00", "url": "https://24ways.org/2008/charm-clients-win-pitches/", "topic": "business"}