Based on my experience, it can take anywhere from two weeks to 6 months to close a deal from the point I first meet a video production prospect to when they actually sign my contract. So, how do I handle the telephone calls that come in from prospects I've never met who need a proposal from me in 24-48 hours? It's easy. I don't.

In order for a video project to be successful, there has to be a series of exploratory meetings and discussions. These sessions are used to gather the information necessary to produce a results-oriented video for the client. When I get a call from a prospect that wants me to provide a quote without going through these normal pre-proposal steps, buzzers start going off.

Many businesses require their project managers to get at least 3 quotes for every project they develop that involves outside vendors. (especially big budget video projects) What often happens is that these project managers already know which video production company they want to work with.

So, they plan the production with that company for several weeks or even months until a formal proposal is written and submitted. Then, one of a couple things will happen:

1. They will submit the proposal to their bosses or purchasing department and will receive notification that they must get at least 2 more quotes before the project can be approved.

or

2. They already know they have to get 2 more quotes before they even submit the proposal for approval.

So, the next thing they do is pick up the phone and start calling other production companies to get the additional quotes needed to push the one they want through for approval.

Here are some indicators that a prospect is trying to waste your time so their preferred production company can get the business:

* They call you after hours or during the day with a long list of details they need you to quote on and request that you send your quote to them via email or fax within 24-48 hours. (Not even the most experienced project managers who have produced several videos will be able to tell you specific details to quote on. Let this be a warning that you are being played.)

* They refuse to set up an exploratory meeting to further discuss the details for the project. They'll tell you that they won't have time between now and the important meeting in which they have to submit your quote.

* The items they are asking you to quote on are obviously overkill for what the project needs. Sometimes I'll get local prospects asking me to provide a quote for shooting an interview with one of their executives in an out of town studio. They'll even go as far as asking for a crazy expensive camera package to go along with it. "Oh, and can you get me that quote by tomorrow at noon? I have to present the proposal to my bosses in a very important meeting."

BULL HOCKEY!

Remember that every video project needs some sort of exploratory meeting or discussion before you can write a proposal. If you write the proposal without going through this process, you are either dealing with an inexperienced project manager or you have just helped your competition close another deal.