In today's fast-paced business environment, proposal managers and teams responsible for responding to Requests for Proposals (RFPs) are facing increasing levels of stress. The volume of RFPs has surged across industries, and organizations are under intense pressure to submit high-quality proposals within tight deadlines.
A recent study showed that 60% of employees say that are affected by burnout at work, and 38% admit to experiencing high levels of stress. The high-stakes world of RFPs¾where potential wins can be worth millions¾is no exception. The combination of short turnaround times, growing response complexity, and limited resources has left many proposal teams feeling overwhelmed and overloaded.
Without efficient processes in place, teams find themselves struggling to meet deadlines while maintaining the level of detail and precision required for winning proposals. The result? Late nights, burnout, and a high-stress work environment.
The Surge in RFP Volume and Complexity
Whether in healthcare insurance, technology, or legal services, companies are building pitches and responding to more RFPs as a way to increase revenue and expand their client base. The problem is that this increase in volume directly impacts proposal teams, who must juggle multiple proposals simultaneously.
The QorusDocs 9th Annual Proposal Management Survey revealed that 54% of organizations reported an increase in pitch volume YoY, and half of the survey respondents experienced a YoY increase in RFP volume, with the majority reporting an average opportunity size of under $1M (median is $3M).
Beyond just volume, the complexity of RFPs has also increased. Companies issuing RFPs expect detailed responses that cover everything from technical specifications and pricing structures to compliance requirements and case studies.
Many RFPs now require customization and differentiation, meaning proposal teams can't simply recycle past responses but must tailor each submission to the specific prospect’s needs. This level of effort is incredibly time-consuming, especially when deadlines are tight. No wonder stress levels are skyrocketing!
The Impact of Short Turnaround Times on Proposal Teams
One of the biggest stressors for proposal professionals is the ever-shrinking turnaround time for RFP responses. Organizations requesting proposals often set deadlines that leave very little time for thorough research, writing, and review.
For proposal managers, this means they must coordinate with multiple departments—sales, product teams, legal, finance, and subject matter experts—to gather accurate and compelling information under intense time constraints. (And, our survey respondents have told us that wrangling SMEs is one of their top challenges.)
The result? Proposal teams often find themselves working long hours, including nights and weekends, to ensure proposals are completed on time.
Resource Constraints and Their Role in Increasing Stress
Despite the rising demand for RFP responses and ongoing need to generate pitches and proposals, many companies have not significantly expanded their proposal teams. In this era of “do more with less,” they rely on existing staff to handle increasing workloads.
This lack of resources places immense pressure on proposal professionals. They often lack the time or support needed to develop truly standout proposals. But sadly, rushed responses lead to missed details, and lower win rates. Over time, this can affect the morale of the team.
The Emotional Toll of Proposal Work
The high-stakes nature of RFPs—where winning or losing a bid can directly impact a company’s revenue—adds another layer of pressure. The hectic nature of proposal work is often emotionally taxing as well.
Proposal teams invest significant time and effort into crafting responses, only to face rejection in many cases. The repetitive cycle of high-intensity work followed by potential disappointment can take a toll on people. Over time, this chaotic work environment contributes to chronic stress.
How Proposal Management Software Reduces Stress and Increases Efficiency
The good news is that companies are beginning to recognize the challenges their proposal teams face and are investing in AI-driven proposal management solutions to alleviate stress. It’s one of the most effective ways to support those stressed proposal professionals. (And, trust us, they will thank you for it!)
Proposal management software streamlines the RFP response process by automating repetitive tasks, centralizing content, and improving collaboration. 
Here’s how it helps:
-
Automating Repetitive Tasks: Many RFPs contain standard questions and sections that proposal teams answer repeatedly. Proposal management software includes AI-powered content libraries that allow teams to store, retrieve, and auto-fill responses, reducing the need to start from scratch each time.
-
Improved Collaboration: With multiple stakeholders involved in the proposal process, managing input from various departments can be a logistical nightmare. Proposal management software enables real-time collaboration, allowing subject matter experts to contribute directly within the platform. This eliminates the back-and-forth emails and version control issues that often slow down the process.
-
Faster Turnaround Times: With automation and centralized content management, proposal teams can complete RFPs more efficiently. This reduces the need for late nights and last-minute scrambles, creating a more sustainable workload. Phew!
-
Scalability: As RFP volume increases, companies need a way to scale up without overburdening their teams. Proposal management software makes it easier to handle more proposals without hiring additional staff, allowing companies to expand their RFP capabilities while maintaining quality.
-
Reducing Errors and Enhancing Compliance: RFP responses often require strict adherence to compliance and regulatory standards. Proposal management software helps ensure consistency and accuracy by flagging missing information and enforcing formatting guidelines.
And, as an added bonus to the people of your organization, investing in modern technology shows employees that you are investing in them and their skill set. (Both a stress-buster and morale-booster!)
A Smarter Approach to Proposal Management
The growing stress among proposal managers is a clear sign that traditional methods of handling RFPs are no longer sustainable. The combination of increasing RFP volumes, tight deadlines, and limited resources has pushed many teams to their limits. However, organizations that invest in the right tools can significantly ease this burden, much to the delight of everyone involved.
Proposal management software offers a powerful solution by automating tedious tasks, improving collaboration, and allowing teams to scale efficiently. For example, after Axon replaced its cumbersome existing proposal automation system with QorusDocs’ proposal management platform, the organization can now respond to more RFPs and create more proposals in less time. (Read the complete case study here.)
By embracing technology, companies can reduce stress, improve proposal quality, and increase their chances of winning more business—all while fostering a healthier work environment for their (much less stressed) proposal professionals.
If you are looking to increase sales in your organization, let us show you how our AI-driven RFP software can help.
