How Guardian Risk Increased Win Rate by 40% with Streamlined RFP Collaboration

Guardian Risk Solutions is a mid-size insurance broker specialising in corporate and executive insurance for mid-market companies. They respond to RFPs from large companies looking for comprehensive insurance solutions — property, liability, executive liability, workers' comp, and benefits. A single RFP might require input from 5–6 different insurance underwriters and support staff.

Guardian responds to 25–30 RFPs per year, with turnaround times ranging from 3 days to 2 weeks depending on complexity. Each RFP is 30–60 pages with 40–50 questions covering insurance needs, coverage options, claims handling, client service model, pricing, and references.

Multi-stakeholder coordination was a nightmare. Each RFP required input from an underwriter for Property/Casualty, another for Executive Liability, a compliance person, the Client Service Director, and pricing expertise. Coordinating across email in compressed timelines was chaotic. Complex interdependencies meant one team member's answer would prompt questions from another — multiple rounds of revision caused delays.

With a 20% win rate that was below industry average, leadership suspected the issue was quality and consistency. But without data, it was impossible to know where to improve. "We were reactive," said their Proposals Director. "Every RFP felt like a crisis."

Guardian implemented Raspond to handle the complexity of coordinating multiple team members on tight deadlines.

Multi-stakeholder collaboration became real-time. Instead of email coordination, all underwriters, compliance, and client service worked in the same collaborative editor. Comments on specific answers meant people could raise issues immediately. Coordination time dropped from 10+ hours to 2–3 hours per RFP.

The content library became smart. Guardian loaded common answers to insurance-related questions — claims handling process, risk assessment approach, team credentials, client onboarding. For many questions, Raspond suggested the standard answer, eliminating redundant work.

Quality had time to breathe. Because coordination was faster, the team could think about each answer carefully. Marketing shaped messaging. Underwriters were more thoughtful about coverage recommendations. Interdependencies became visible — the collaborative editing made it clear where answers were connected, so the final proposal felt cohesive rather than disjointed. Learning started — Raspond tracked outcomes so Guardian could see which messaging resonated with risk managers and CFOs.