Winning Proposals 101: Adaptability

I promised I was going to write more, so here I am, sneaking in a moment to share some thoughts. Today's topic is Adaptability, how it can help you build proposals and execute projects successfully, and why we choose it as one of our core principles at Light-it.

The Best Proposal

When a client comes to me with a new project, it's not just us in the conversation. It's probably us, and three more agencies in the exact same situation than me, all trying to crack the code of what the client really needs and how to build the best proposal.

Now, what makes a proposal the best? It's not a game of being the cheapest, the more complete one, or the one with the clearest scope. It's not a contest of who built the best bond with the client, who delivered the most polished presentation, or who has more years of experience. The winning proposal will be from the team that genuinely comprehended the client's needs.

Sure, a reasonable price, a well-defined scope, a capable and experienced team, and a good relationship all play their part. But there's an intangible element – an empathetic connection with the client's aspirations, challenges, and vision. The best proposal is built by a team that listens actively, deciphers the unspoken, and aligns the proposal with all this, even if this means sacrificing some parts of the product.

A Product Mindset

The thing with software projects is that there are many variables you can play around with. It's a puzzle with countless pieces: you can build two applications with the exact same features, in two completely different ways—one might be a quick 3-month app development, while the other takes a deliberate 9 months. How come? Well, the choices are endless: integrating third-party products or crafting custom solutions, using a template vs. thorough UX/UI design, deciding between open source or proprietary software, etc.

So, what's the right way to go? Well, it depends on what the client values, needs, and has. The 9-month project can be more robust, but this doesn't mean it's better, as the focus might be on the time-to-market, the price, validating quickly, having a LEAN approach, etc.

Given this, the winning proposal isn't just about who can offer the lowest price or the most features—it's about understanding the client's priorities and planning accordingly. And hey, sometimes, not even the client is fully aware of what they want; it's our job to uncover those hidden needs and guide the client in the tough journey of prioritizing, roadmapping, and deciding.

Here's Where Adaptability Plays a Pivotal Role

In my experience, agencies have distinct unique selling points (USP). Some boast unbeatable low prices, making them irresistible for clients focused solely on budget considerations. Others carry the weight of an impeccable reputation; they've basically created Google, and the CEO is friends with Elon Musk, but they may lean towards overengineering and overquoting, particularly for smaller clients. Then there's the nerdy agency, the cool one, and let's not forget about the salesperson who plays golf with the client every weekend (and, of course, lets the client win).

So, what's our thing? Well, none—or, to put it more accurately, all. I genuinely believe that adaptability is our bread and butter.

When we started building Light-it as a concept and defined our USP, we didn't aim to be the most competitive, innovative, or fanciest. Instead, we aspired to have the necessary resources to adapt our value proposition according to the client or project. This might mean delivering projects with top-notch quality and scalability, or, on the other hand, making magic with very limited resources. We could build the most innovative product imaginable, and then, for the next project, build the most simple and easy one because its audience is not technical at all... And that's perfectly fine! Our main strength lies in our ability to adapt, wearing different hats in different situations and assigning people with diverse strengths to projects.

I've had clients who desire a very straightforward project with little discussion, where it's about completing the requirements, delivering, and getting done. Alternatively, other clients have openly asked for "the most annoying devs" because they wanted a team that questioned them and aimed for the best product ever. Both approaches are valid, and we aim to satisfy them all.

We've got the capabilities; that's our foundation, and our initial value proposition. Specializing in the healthcare niche gives us a valuable edge, and it helps us "sell ease of mind", because clients that come to us, usually trust that we know what we're talking about as we've probably done it before. But capabilities alone mean nothing if we don't interpret the client's needs accurately and tailor our proposals accordingly.

For instance, quoting something the client can't afford, even if it's cutting-edge, means we're not doing our job right. Doing our job right means understanding the best we can offer to the client in their unique situation. And all situations are unique.

Reading the Client

Here's the thing: we can be eager to really dive into the client's situation, but still, if the client is airtight and impossible to crack into, the thing gets tough. Transparency from the client is crucial, providing clarity on how we should approach the project, where we should invest, where to save, how to plan a roadmap, or schedule a timeline.

How to get this clarity? Ask. Ask about the budget, ask about the timeline. Ask the client to prioritize requirements and send them homework as well. Ask about their preferences regarding third-party providers. Just ask! And to all the leads/clients reading this, my apologies if I've turned our conversation into a Q&A marathon, now you know the reason behind it!

If we quote too high or the timeline seems too long, it's not about discounts; it's about reevaluating, reprioritizing, and finding alternatives. We operate on a time and materials basis, so the price will equate to the time engagement we provide. So it's ultimately about finding a way to make that time useful so that we fit the client's situation.

A Word of Advice for Clients

If you're in search of a provider for your software development needs, here are my sincere best-practice recommendations:

• Trust your gut. Move forward with agencies you genuinely feel you can trust, where the information you provide will be used in your favor, not against you.
• Once you find trustworthy partners, be transparent about your needs, priorities, constraints, and challenges. Revise and update this information regularly.
• Ask tough questions to validate capabilities and seek client referrals for peace of mind.
• When reviewing proposals, understand that you're likely not comparing apples to apples. Interpreting technical details can be challenging, so take the time to analyze proposals meticulously and compare comparable scopes.

And don't forget to adapt!

– Josefina