Time spent drafting proposals limited the number of bids the team could submit
Modern Med Health Solutions needed a way to quickly write more high-quality proposals for RFPs to win contracts for their agency.
Modern Med Health Solutions is a fast growing agency specializing in the healthcare industry. The company connects government and private healthcare facilities with skilled healthcare professionals, supports healthcare administrators, and manages healthcare information technology.
Writing high-quality proposals for Request For Proposals was becoming a bottleneck for their business. Responding to RFPs is the lifeblood of any agency. The more proposals you submit, the more opportunities you have to win contracts and add top line revenue for your company.
Their writing team was spending too much time drafting each proposal, which limited the number of bids they could submit. Hiring additional writers would be expensive and would also take time for new writers to ramp up to meet their quality standards. Modern Med Health Solutions needed a way to generate exceptional proposals more efficiently.
Helping writers draft RFP responses with a custom AI assistant
We built a custom chatbot writing assistant for Modern Med Health Solutions to help their writers generate proposals for RFPs.
To address the challenge of writing more proposals, Modern Med Health Solutions wanted an AI chatbot assistant that could support their writers by creating draft proposals.
The tool needed to be trained on the company’s history, work experience, proposal writing style, and previous proposals they had submitted. The goal was not to fully automate the process, but to create a tool that would make the team more productive so they could work faster without sacrificing quality.
Matching each RFP’s requirements and Modern Med’s proposal style
The key objectives of developing the chatbot writing assistant included:
- Allow writers to upload the RFP so the chatbot is aware of the context for the proposal it is drafting.
- Include background information about the company, relevant examples of previous work history, and client success stories.
- Draft proposals that match the style and layout of existing proposals by generating the same sections of content.
- Enable writers to chat with the assistant to make edits to the draft proposal.
- Reduce time spent on writing while maintaining a high standard of writing quality.
- Make the tool easy to use and intuitive so the writing team could start using it right away.
Building a Custom GPT with company experience and past proposals
To make the tool easy to use, we built the writing assistant using OpenAI’s Custom GPT platform. This made the interface intuitive and familiar for writers who already had experience using ChatGPT.
In order for the chatbot to produce relevant proposals, it needed to be trained on the company’s background information, work history, and past proposals.
We added specific details about the company, including the founders’ background, company awards and achievements, and the services they offer.
The chatbot was then trained on the previous work the company had done. This allowed it to draft proposals relevant to the RFP and demonstrate Modern Med’s experience and expertise.
Next, the chatbot was given examples of past proposals the company had submitted so it could learn their writing style, structure, format, and the sections they typically include.
Once the writing assistant was trained on Modern Med’s information, we crafted a system prompt so the chatbot understood the task and how it was expected to help users.
We instructed the chatbot on how to break down a given RFP to understand all of the requirements. It then needed to generate an outline and include all of the details that writers would need for their proposal. This saved the team time by having the assistant gather requirements from the RFP and generate a summary.
The chatbot was also instructed to chat with the user to fill out the outline it created using the information it knew about the company and their work experience. This allowed the chatbot to create a draft guided by the proposal writers at Modern Med.
The last step was to create starter prompts that made it easy for Modern Med’s proposal writers to use the tool. All they had to do was upload the RFP they were writing for and then choose one of these starter prompts:
- “Help me outline a proposal for this RFP”
- “Summarize the requirements in this RFP”
This made it easy for the user to get started by generating an outline for their proposal or gathering requirements.
From an uploaded RFP to a draft ready for the team to review
We developed a custom chatbot solution that uses AI to generate proposal drafts.
Here’s how it works:
- The chatbot prompts the user to upload the RFP document and asks if they want to summarize the requirements or generate a draft proposal outline.
- The assistant then generates a draft proposal tailored to Modern Med Health Solutions’ business model and the specific needs of the RFP.
- The writing team can chat with the assistant to tweak and customize the content, significantly reducing the time spent drafting from scratch.
The custom solution includes:
- Trained on company data so the chatbot knows Modern Med Health Solutions’ background information and previous work experience.
- Pre-built templates that standardize parts of the proposal while leaving room for customization.
- Content customization based on the document provided so each proposal is unique to the specific RFP.
- An easy-to-use interface that allows team members to generate proposals without technical expertise.
Slashing proposal drafting time and submitting 4x more bids
The proposal writing assistant brought immediate benefits to Modern Med Health Solutions.
- A massive reduction in time spent drafting proposals, allowing the team to generate high-quality proposals in half the time it used to take.
- Increased proposal volume, with the writing team able to submit 4x more proposals each month.
- Higher proposal quality, with more consistency across submissions and a stronger bid process.
- Positive feedback from the team, who felt more productive with the tool and appreciated how easy it was to use.
Missy shared:
“This chatbot has been a game-changer for us. We can now submit more proposals with less stress, and the quality has only improved. It’s helped us win more contracts, and we’re thrilled with the results.”
