From manual and slow to fast, secure, and AI-supported
From manual and slow to fast, secure, and AI-supported
The background
A Global investment firm needed a secure, compliant, and fast proposal process to help their lean business development team, charged with supporting an ever-increasing volume of RFPs, RFIs, and DDQs.
Industry:
Finance
What they do:
Global investment management
Essential sales docs:
The challenge
Before Qvidian, this firm faced significant challenges in their day-to-day processes. Despite the number of responses and questionnaires they were expected to respond to continually increasing, they were still stuck manually searching for information and building responses.
Longterm, this couldn’t work. They were a lean team tackling an uphill battle of increasingly complex responses and questionnaires. To make matters worse, their content was all over the place: stored in various locations and often out of date AND their industry had strict regulatory requirements they couldn’t ignore.
Our customer needed a platform that could speed up their overall delivery time while maintaining the data-privacy requirements and regulations necessitated by their industry.
Qvidian’s solution: a complete package of security, automation, content clarity, oh yeah and AI that actually works.
Our team of industry experts knew that what our customer most needed was a holistic solution to their process woes. After rolling up our sleeves and taking a metaphorical look underneath the hood we knew they needed a few things to make their process purr:
- A fine-tuned content library with a structured approach to content governance
- A well-oiled automation pipeline to make producing drafts faster than ever
- A true tune-up to their data privacy settings
- An AI-realignment that worked with their content, not against it.
Okay, we’ll stop with the car metaphors, but you get the point: they needed some serious diagnostic work. Luckily, Qvidian had it covered.
Where do you start? Structured content management
We’ll be honest: structured content management isn’t the most glamorous way of positioning a new software. There are plenty of other shiny bells and whistles you can focus on, but the truth is, if you want a process to stick, structure matters.
We focused on storing all this firm’s reusable content in a central content library, talking advantage of metadata, folders, subfolders, and tags to segment their content by region, product, prospect type, fund type, and more.
Next, knowing that audit-trails and data-privacy were crucial asks, we showed off Qvidian’s full version history features and highlighted how to craft custom automated content expiration notifications.
With these features locked in, this firm could be certain that their content was secured, easy to find, and available to anyone tackling a complex DDQ.
Next: let’s use automation to speed things up.
We knew this team was already burdened by a high-volume of complex requests (who in asset management isn’t?) so we recommended Qvidian’s automation features to speed up their initial draft creation and help users find content faster.
Teams used AutoSearch and AutoFill to quickly find and insert top-matched answers, workflows to automate review pipelines, and color-coded progress tracking and email digests to make SME collaboration a breeze.
Building a complete workspace for all the firm’s needs
Or Project workspace allowed this firm to produce proposals and respond to questionnaires 40% faster. By taking advantage of native integrations with Word, Excel, and PPT along with custom branded style templates, this firm was able to maintain the original client format of responses while quickly filing answers in Qvidian.
Qvidian also automated the final document output by generating complete RFP responses with all the necessary components and applying the firm’s style templates, branding, fonts, and formatting automatically. This was a huge time-savings as this process was previously largely manual as individual contributors were forced to manually update styles to match existing branding.
The last piece of the puzzle: secure and compliant AI
This firm told us they had experimented with AI in the past and, while they found the gains in productivity promising, they had two big complaints. One, the previous AI solutions they used produced…well sloppy results. Two, they weren’t sure any of their data was actually secure.
We introduced them to our AI Assist features, built in a closed-loop environment that used only their content to produce generative results. As a result, they found the answers that Qvidian AI Assist provided were more accurate to the type of work they do daily. Plus, with the closed loop environment they didn’t have to worry about passing data to a third party or customer data being used to train a large language model.
They added AI to their process, using it to generate new responses and revise existing ones to shorten or personalize. Additionally, they took advantage of Qvidian’s ability to save and share prompts to increase consistency between regions and teams.
The final results: an AI-accelerated process that keeps data secure.
With Qvidian this firm was able to transform their previous manual proposal process into an AI-accelerated process while keeping data secure. The result was a 40% faster first-draft creation, a stronger content governance and compliance framework, and an overall higher response quality across regions and teams.
