Using ChatGPT to Create a Great Project Approach for Your RFP
Before transitioning into marketing for construction technology, I worked in marketing for the AEC (Architecture, Engineering, and Construction) industry. If only the AI tools we have today were available back then—imagine the time and effort I could have saved!
One of the most challenging aspects of proposals was writing the project approach. Why? Because the approach was always unique to each project, and I couldn’t create it in isolation. Typically, I had to interview the project manager, superintendent, or engineer to gather the necessary details. Armed with my notes, I’d painstakingly shape them into a cohesive approach, which the project team would review and refine, which took hours!
Fast-forward to today and things have changed. Thanks to tools like ChatGPT, you can streamline this process and get to the refinement stage much faster. Here’s how:
Step 1: Gather Information via Interviews
Start by interviewing your project team members. Use Zoom, Teams, or even your iPhone to record these conversations—it’s that simple. If you’re a small company and the responsibility falls solely on you, record yourself explaining the project approach as if you were presenting it to a colleague. Talking it out is often easier than staring at a blank page.
Step 2: Transcribe Your Recording
If your recording is on an iPhone or another device, you’ll likely need a transcript. Platforms like Rev.com are excellent for this—they’re user-friendly and deliver accurate transcriptions quickly.
Step 3: Feed the Transcript Into ChatGPT
Once you have a transcript, upload it to ChatGPT. (I use the paid version, which allows me to handle larger files.) The key to getting a high-quality draft lies in crafting an effective prompt.
Step 4: Use a Framework Like COSTAR for Your Prompt
I recommend the COSTAR framework for creating structured prompts:
- Context: Set the stage.
- Objective: Define your goals.
- Style: Specify the desired writing style.
- Tone: Determine the tone.
- Audience: Clarify who will read the content.
- Response: Outline the format and length you’re looking for.
For instance, here’s an example prompt:
"CONTEXT: I am an architect from ABC Architecture, writing a project approach based on the attached transcript for a proposal to the University of Florida Student Center project.
OBJECTIVE: Create a project approach that explains our design process and highlights the key elements of our approach.
STYLE: Reflect the polished and detailed style of successful architecture firms.
TONE: Professional.
AUDIENCE: A diverse group of decision-makers at the University of Florida, including those with architectural expertise and future facility users.
RESPONSE: Limit the response to two pages."
Step 5: Refine the Output
Once ChatGPT generates the draft, you should have a solid project approach that requires minimal tweaking. From there, you can insert it directly into your proposal.
This approach combines the efficiency of AI with your professional insights, giving you a head start on one of the trickiest aspects of proposal writing. By leveraging tools like ChatGPT and thoughtful frameworks, you’ll save time and produce stronger, more polished content.
Have you tried using ChatGPT for writing your RFPs? Let me know your thoughts or share your experiences in the comments below!