The 90-Day Migration Playbook: From Email to RFP Software
Day-by-day milestones derived from a composite of 5 mid-size MICE teams (90–180 RFPs/year). What to do in week 1, what tends to break in week 6, what "done" actually looks like at day 90. No fluff, no invented testimonials.
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What's inside the PDF (18 pages)
- The composite: who the 5 teams are and aren't
- Pre-migration checklist (what to gather in week 0)
- Days 1–14: foundations
- Days 15–35: first cycle
- Days 36–75: parallel running
- Days 76–90: consolidation
- The 3 things that break (and how to budget for them)
- Reporting-template rebuild guide (with screenshots)
- Stakeholder script for the budget-owner conversation
- Hotel-side communication script (the "we're switching" message)
- Day-90 retrospective questions
- Methodology & data appendix
Import directory, build templates, train power-users
Import your existing hotel directory. Build your three most-used brief templates inside the tool. Train two power-users (one planner, one ops/admin). Live RFPs continue on email in parallel — do not try to migrate in-flight events.
Run 2–4 new RFPs end-to-end in the tool
Hours-saved isn't visible yet (you're learning). Response rates already lift because the magic-link mechanism removes the account-creation friction. Resist the urge to declare victory.
~50/50 split. Rebuild reporting templates.
This is where 4 of the 5 teams nearly stalled. The reporting deck the planner sends to budget owners changes shape because data flows differently. Budget two focused days for the template rebuild and ship it before pushing volume above 70%.
Email use drops under 10%, and is intentional
The remaining 5–10% on email is deliberate (a senior-stakeholder thread, a vendor relationship that needs warmth). Anything beyond 10% at day 90 is residual, not strategic — the playbook covers how to compress it.