It’s no surprise that the corporate landscape is saturated with wellbeing offerings. How does a company know where to start, what to look for, and who ultimately to select to service their populations?
Particularly for mid-market companies with limited resources, the stakes are higher to source a well-rounded, affordable, and comprehensive solution that checks all the boxes.
This is where the Request for Proposal (RFP) process comes in, especially when working closely with hired consultants. While arduous to release, sift through, and narrow down, RFPs prove to be incredibly useful when sourcing the right wellbeing platform—or any program—for your teams.
Quality Matters: Crafting a Thoughtful Proposal
According to a study by ProcurementIQ, companies can save up to 20% of project costs by refining their RFP processes. By combing through categories, topics, and questions asked, they also increase the likelihood of finding that diamond in the rough—a wellbeing provider that truly aligns with company objectives and needs.
By sending out a clear and strategic RFP, you improve the chances of finding a partner whose values, experience, and services align with your company’s unique wellbeing goals.
Key Questions to Ask in Any Proposal
A good proposal outlines a brief company history and overview. A great proposal provides a peek into company culture, values, and goals.
After all, a trusted wellbeing vendor will want to align their offerings with your values, and the RFP process is their first step to show you how they can. Consider the below categories to get to know your options better.
Company Overview and Goals
Describe your organization’s culture, mission, values, and any unique challenges or demographics of your workforce. Explain your goals for the wellbeing program, such as reduced absenteeism, increased engagement, or enhanced social connectivity.
Program Expectations and Details
Define the services, support, and functionality you expect from the program, and don’t forget to specify the services you’re interested in. Many programs, including WellRight, include things like health challenges, wellbeing courses, assessments, incentive management, and add-on options like health coaching and screenings that could take your program to the next level.
Integration and Cross-Promotion Requirements
Sourcing a wellbeing program that can seamlessly integrate with existing company offerings can be the difference between confusing employee communications and a straightforward experience. Data security and compliance with regulations like HIPAA or GDPR should also be addressed, especially when integrating with sensitive information.
Measurement and Reporting
Extensive reporting capabilities are the best way to evaluate a program’s effectiveness. For example, WellRight’s real-time dashboard is often what clients utilize to decide future program designs. Request specifics on how vendors measure markers of engagement, such as activation, participation, YOY improvements, etc.
Case Studies
Ask about case studies that show optimal results from clients similar to your demographic. Inquire about their experience in your industry or with companies of similar size.
Implementation Timeline
Effective implementation can make or break the success of a wellbeing program, especially if the launch date gets communicated but moved back. Programs that provide designated account managers, customer support teams, and onboarding resources can help ensure the transition from go-live to regular programming goes smoothly.
3 Must-Have Qualities of a Wellbeing Partner
Whether evaluating a written proposal or live conversations with prospects, here are three things to consider when reflecting on the results.
- 1. Goal Alignment and Transparency
- 2. Customization and Flexibility
- 3. Support and Training Resources
Your prospective wellbeing partner should clearly outline how their solution solves your organization’s biggest problems. Clear, pointed responses are a sign that they understand and are confident in their offering and value open communication as much as you do.
Consider whether the vendor offers a flexible program that can adapt as your company grows or your goals evolve. Boxed-up solutions may be too rigid, especially in a mid-market context, where needs and resources are more dynamic and go beyond the boundaries of a one-size-fits-all solution.
A well-implemented wellbeing program needs support. WellRight is often applauded for its stellar account management and customer support, which goes a long way when servicing complex clients.
Look for vendors that provide ample onboarding, training, and ongoing support resources. For bonus points, a true partner will host regular check-in meetings to assess effectiveness and fine-tune future programs.
One Final Proposal Thought
By thinking through procurement discussions and proposals, you’re better positioned to identify a provider who can deliver a program that aligns with your clients’ needs.
Remember, a successful request-for-proposal process can save time, reduce costs, and—most importantly—lay the foundation for a wellbeing program that truly enhances your employees' lives and contributes to your organization’s success.
Want to know our secret to crafting a proposal that is truly *chef’s kiss*? Get in touch today for our expert tips and tricks.
