eBook | Complete Guide to Crisis Communications

Today’s world is markedly different than just 10 years ago. Hyper-connected digitally-enabled consumers can communicate with each other primarily via smartphones, share a variety of content online and even report on brands in an instant via social media and other online forums.



But what happens when a crisis strikes? How do you manage, mitigate and resolve this challenge that many PR professionals, marketing executives and business leaders face when a crisis hits?



In this guide, you’ll find everything you need to know about crisis communication and issues management. We’ll explore the challenges PR professionals face in the middle of a crisis and see how organisations can best protect their reputations using strategies and media monitoring tools before a major incident generates damaging conversations online and in the public.



Fill in your details here to see how you can manage your brand’s reputation with crisis communication for free.

Media Monitoring RFP Best Practices & Downloadable Template (es ppc top funnel)

Request for Information vs Request for Proposal vs Request for Quotation

‘Request for Information’ and ‘Request for Proposal’ are commonly used interchangeably, which isn’t quite correct, but easy to put right. Before we walk through media monitoring RFP best practice, we thought it would be best to explain what exactly we mean by an RFP, and how this differs from a Request for Information document:

A Request for Information (RFI) is a document sent out to vendors in order to shed light on specific questions, collect information or provide clarification on a service or product. On the contrary, a Request for Proposal (RFP) has the goal of prompting bids from potential vendors, while a Request for Quotation (RFQ) seeks price quotes and is sometimes includes in the RFP.

Due to the nature of each document’s goals, media monitoring RFIs are often sent first as they provide a good stepping stone towards evaluating the capabilities of vendors. Unlike an RFI, the media monitoring RFP goes a step further and offers additional details, possibly asking vendors to propose solutions to particular needs, such as global media tracking. That’s not to say that all three documents won’t have some form of overlap, in fact, they most likely will since companies often use RFI insights to draft their RFPs and decide on which vendors to send the RFP’s to.

Request for Information tips

Since strong RFI documents highly benefit RFPs, we’ve included some tips on creating media monitoring RFIs below.

  • Explain why you’re sending an RFI – what challenges are you trying to solve using media intelligence?
  • State the product requirements that suppliers need to meet in order to make the next stage of the process, for example, they must offer account management support in Asia
  • Shed light on what is expected from vendors in terms of pricing, onboarding methods, account management, etc.
  • Include rules on how suppliers should respond to the RFI
  • Detail the process that you will follow for reviewing RFI responses
  • Explain how you will be distributing RFPs
  • Include a confidentiality clause for suppliers

Creating a media monitoring RFP

To help you get it right the first time, We’ve collated and blended the best parts of the most successful media monitoring RFPs we’ve seen and created a downloadable template to guide you. Download this using the form on the right-hand side!

Let’s explore each section of the template in more detail. Ask yourselves the answers to the questions and write your responses (in full sentences) in the downloadable media monitoring FTP template.

1. Introduction – Background information on your company

What year was your company established and by whom?
What’s your mission statement?
Where is your company’s HQ?
How many people work for your company?
How many people work in your department?
What are the names and titles of the department leads that the vendor will be working with?
How many offices do you have around the world and where?
What products and/ or services does your company offer?
What’s your unique selling point that set you apart from competitors?
Which of your competitors is doing a good job?
Who is your target audience?
How many clients do you have and where in the world are they?
Who are your key stakeholders?

2. Current situation

Are there any key challenges your business is currently facing?
Are there any key challenges your department is facing that are restricting you / making it difficult to achieve your goals?
What are your companies business goals for the year ahead?
What are your department’s goals for the year ahead?
What are your departments KPIs?
What metrics do you use to measure KPIs? What other tools do you use to measure KPIs?
What current marketing/ comms and/or PR initiatives do you have in place? What’s working? What needs to be improved?

3. Project Goals and Scope of Services

What project do you need completing?
What are you trying to achieve?
What SMART objectives do you expect to accomplish?
What tasks and criteria are involved?
What does success look like to you?

4. Evaluation criteria

What mandatory functions and features should the media monitoring tool provide?
How should the onboarding process be run?
If you need the support of vendor account managers, what should their role include?

5. Additional proposal content/ bidder qualifications

What attachments are you expecting to receive along with the proposal?
Do you require details on the size/ geographic expansion of the vendor?
Do you require examples of past work and the results?
Do you require references from similar companies within your industry?
Do you want to see who will be working on your project (name/ title)?
Do you want to know of all the resources they will be dedicated to the project?

6. Possible challenges

Are there any roadblocks, such as resources, that might prevent certain vendors from successfully completing the project?

7. Budget

What is your budget?

8. Project deadline

When do you want to start the project by?
Is there a date when the project is expected to end or is it ongoing for the foreseeable future?

9. Proposal deadline

Until which date can vendors ask questions about your project?
When is the deadline for potential vendors to submit their response to the RFP by?

10. Submitting the proposal

How would you like the RFP structured?
How should vendors submit their RFPs – by mail, delivered in person, etc?

It’s worth keeping in mind that there isn’t a one-size-fits-all approach to media monitoring RFPs. We’d advise you to tailor the RFP template to best articulate your company’s needs. If you’d like to explore RFP best practice for your company in particular, drop us an email on enterprise@meltwater.com!

PS. Don’t forget to download your RFP media monitoring template using the form on the right-hand side.

New eBook | How to Choose the Right Social Media Listening Tool

Looking for a social listening tool, but don’t know where to start? This eBook will help you to understand all of the factors you need to consider when assessing different vendors, so you can be sure to buy the best tool for your needs.



You’ll learn what features and options are on offer, and how to decide which ones are most important for your business. But buying a social listening platform is about much more than ticking off a checklist of basic features, there’s more you need to know. This essential guide will explain:


  • How to get the best social data sources
  • The different pricing models available
  • Popular social listening use cases

Fill in your details here to access the insights for free.

Demystifying the B2B Customer Journey UK

You’re committed to monitoring and improving the customer experience. You know it boosts loyalty and customer lifetime value. You might not know that the benefits of a powerful customer experience are strongest when you take a comprehensive approach that’s built around the customer journey.



But, the customer journey can seem confusing and complex. To compensate, many companies take a very simplistic approach, thinking that periodic surveys constitute a customer experience program. On the other hand, some companies make it much more complex than it needs to be. There is a middle ground – where your company can create a robust, customer-focused customer journey that isn’t overly complicated.



When you take the time to map your customers’ experience before, during and after purchase, you can create a higher chance of return customers and client loyalty. This free, new eBook will show you how.

RFI Template

At Meltwater, we’ve seen many media intelligence RFIs in our time. To help you streamline your search for a vendor, we’ve compiled the best bits from various RFIs & put them into a downloadable template for you!

Fill out the form to get your RFI template and use this as best practice when creating your own.

While you’re here, you may also be interested in our RFP template. Within the template to help you successfully complete all critical RFI sections, including:

  • Company introduction
  • Situation introduction
  • Project goals and scope of services
  • Qualification criteria
  • Additional proposal content/ bidding qualifications
  • Possible challenges
  • Budget
  • Project deadline
  • Proposal deadline