RFP or Real Conversation? How to Choose the Right Consultant Without the Guesswork

In a world where collaboration and innovation depend on the right fit, the traditional RFP (Request for Proposal) process may no longer be the best way to select expert support, especially when the stakes are high and clarity is crucial.

The Problem with Traditional RFPs

• Blind Selection: Often written without real input from experts, RFPs can miss the nuance of what's really needed.

• Misalignment: What looks great on paper may not work in practice, leading to gaps in delivery, confusion in execution, and unmet expectations.

• Time Drain: Writing and managing RFPs is resource-heavy and slow.

• One-Size-Fits-All Templates: They often force diverse experts into rigid formats, reducing opportunities for creative or bespoke approaches.

When the Brief Isn't Brief — It's a Breakdown

Let me share a story that might sound familiar.

A project manager at a major multinational I worked with — let's call her Ana — was asked by her director to "find a facilitator for the upcoming company retreat." No problem, she thought. She quickly compiled a shortlist of experienced professionals with glowing credentials.

What didn't she have?
➡️ A clear brief.
➡️ A defined goal for the retreat.
➡️ Any clue what her boss actually meant by "facilitator."

Fast-forward three weeks: Ana selects a consultant known for deep strategic facilitation. This consultant is skilled in surfacing tension, guiding complex group dialogue, and helping teams co-create plans for transformation.

The facilitator shows up prepared. Flipcharts. Group exercises. Serious conversations.

But that's when the problem became clear:
The director had actually imagined someone entirely different.
Someone light-hearted. Energetic. A kind of corporate entertainer with stories and laughter to "motivate the team."

In short, he wanted a motivational speaker, not a facilitator.
But nobody had asked the right questions up front.
And Ana? She felt blindsided — and blamed.

Introducing a Better Alternative

The Collaboration Store + Our Free Concierge Service

As we learned from the above case, the RFP process didn't fail because Ana did a poor job — it failed because it started with assumptions instead of alignment. This is why we do things differently At Architecting Collaboration, we start with a conversation. Not paperwork.

Why go it alone when you can tap into a curated ecosystem of trusted experts? The Collaboration Store offers direct access to handpicked consultants in meeting design, facilitation, health data, and AI — all united by a shared commitment to meaningful outcomes. And with our free concierge session, you don't have to guess who's the right fit. Just book a quick call with Paul, share your challenge, and get matched with the expert who not only understands your needs, but is ready to help you solve them seamlessly. 

At Architecting Collaboration, we offer something radically different:

• A curated network of world-class meeting experts and health data & AI consultants

• Direct access to profiles, pricing, and availability — no hidden middle layers

• A free concierge session with Paul (yes, me!) to guide you in choosing the perfect expert for your challenge

Why This Works Better Than an RFP

• Tailored Matching: We help you articulate your need clearly, then match you with the consultant who's done this before — and gets it.

• Time Saved: One conversation replaces weeks of drafting, waiting, reviewing, and evaluating proposals.

• Trust and Transparency: You talk directly with the expert you'll be working with — no surprises, no sales pitch.

• Strategic Fit: You're not just buying a service — you're building a collaboration.

When to Use This Approach

• When your challenge is complex, evolving, or deeply human-centred

• When you value real dialogue over paperwork

• When you want to act fast, with confidence

• When the success of your meeting, project, or transformation hinges on more than a deliverable, it needs partnership

Still Need an RFP?

We can support that too — sometimes an RFP is required by procurement rules. But even then, let's talk first. We can help you shape better questions and set clearer expectations before the RFP goes out.

Final Thought

At the heart of this shift is trust, not in a document, but in a conversation.

Why risk misalignment when you can get clarity and connection from the start? With our carefully selected network of top experts, trust isn't just possible, it's built-in.

Book your free concierge session today
Let's find the expert you actually need — and make collaboration feel natural, not contractual.

About the Author

Paul Nunesdea is the English pen name of Paulo Nunes de Abreu, an IAF Certified™ Facilitator, Master of Ceremonies, author, and publisher of the Architecting Collaboration book series. He designs and facilitates high-impact events for corporations, public institutions, and civic organizations across Europe and beyond.

As the curator of Architecting Collaboration, Paul writes about the intersection of collaboration, facilitation, and digital transformation, drawing from decades of practical experience and system thinking. He is also the founder of col.lab | collaboration laboratory, which serves as a hub for innovation in meeting design and participatory processes, including its spin-off, Debate Exímio Lda.

In the health data space, Paul leads the Health Data Forum, a UK-registered charity advancing ethical AI adoption and digital health transformation. He spearheads the Data First, AI Later movement and manages a curated network of independent consultants specializing in health data governance and AI strategy.