# What Are the Most Critical Kpis for a Pre-Rfp Communication Dashboard? ▴ Question

**Published:** 2025-08-09
**Categories:** Question

---

![A sleek metallic device with a central translucent sphere and dual sharp probes. This symbolizes an institutional-grade intelligence layer, driving high-fidelity execution for digital asset derivatives](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-platform-precision.jpg)

![Metallic, reflective components depict high-fidelity execution within market microstructure. A central circular element symbolizes an institutional digital asset derivative, like a Bitcoin option, processed via RFQ protocol](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-high-fidelity-execution.jpg)

## Concept

A Pre-Request for Proposal (RFP) communication dashboard represents a fundamental shift in how strategic acquisitions are approached. It is a system designed to quantify influence and map the political and technical landscape of a client organization long before a formal procurement process is initiated. The period preceding an RFP is not a passive waiting game; it is the most critical phase where the terms of the engagement are subtly defined, and the competitive field is shaped.

A dashboard dedicated to this phase provides a data-driven mechanism to move from speculative relationship-building to a measurable campaign of strategic influence. Its purpose is to ensure that when the RFP is finally issued, its requirements are not a surprise but a reflection of a conversation your organization has already guided.

The core function of such a system is to translate qualitative interactions into quantitative metrics. Traditional sales metrics often fail to capture the nuances of this early-stage engagement. The number of calls made or meetings scheduled provides little insight into the actual progress of shaping a client’s perspective. A pre-RFP dashboard, in contrast, focuses on leading indicators of influence.

It seeks to answer critical questions ▴ Are we engaging with the actual decision-makers and technical validators? Is our proposed solution’s terminology being adopted by the client? To what degree have we embedded our unique capabilities into their understanding of a viable solution? This system provides the means to assess and direct pre-sales activities with precision, ensuring that resources are allocated to the interactions and content that most effectively shape the eventual RFP in your favor.

> A pre-RFP dashboard’s primary role is to convert the abstract art of strategic influence into a concrete science of measurable engagement and requirement shaping.

This approach fundamentally redefines the objective of early-stage client engagement. The goal is to co-author the client’s problem statement, aligning it with your organization’s unique strengths. By meticulously tracking KPIs related to stakeholder access, message resonance, and requirement shaping, an organization can systematically build a defensible position. The dashboard becomes the central nervous system for the account team, providing a real-time view of their progress in establishing the foundational pillars of a successful bid.

It allows for early course correction, identifying areas where engagement is weak or where competitive messaging is gaining traction. Ultimately, it provides an empirical basis for the crucial “Go/No-Go” decision, transforming it from a gut-feeling assessment into a data-supported strategic choice based on the measurable probability of success.

![A sleek, split capsule object reveals an internal glowing teal light connecting its two halves, symbolizing a secure, high-fidelity RFQ protocol facilitating atomic settlement for institutional digital asset derivatives. This represents the precise execution of multi-leg spread strategies within a principal's operational framework, ensuring optimal liquidity aggregation](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-system-2.jpg)

![Beige and teal angular modular components precisely connect on black, symbolizing critical system integration for a Principal's operational framework. This represents seamless interoperability within a Crypto Derivatives OS, enabling high-fidelity execution, efficient price discovery, and multi-leg spread trading via RFQ protocols](https://options.greeks.live/wp-content/uploads/2025/07/institutional-crypto-derivatives-rfq-execution-microstructure-os-interop.jpg)

## Strategy

Developing a strategic framework for a pre-RFP dashboard requires categorizing KPIs around the central objectives of the influence campaign. The metrics selected must provide a clear, multi-dimensional view of progress, moving beyond simple activity tracking to measure the actual impact of engagement efforts. These KPIs should be organized into logical groups that collectively tell the story of how effectively an organization is navigating a target account and shaping its future procurement decisions. This strategic grouping allows teams to diagnose their position with clarity, identifying whether a lack of progress is due to insufficient access, weak messaging, or a failure to translate conversations into tangible influence on the client’s requirements.

![A sleek, metallic platform features a sharp blade resting across its central dome. This visually represents the precision of institutional-grade digital asset derivatives RFQ execution](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-precision-1.jpg)

## Core KPI Categories for Pre-RFP Engagement

The effectiveness of a [pre-RFP strategy](https://prime.greeks.live/area/pre-rfp-strategy/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite) can be deconstructed into four primary domains of measurement. Each domain represents a critical pillar of the influence campaign, and tracking KPIs within each provides a holistic view of the health and trajectory of the pre-sales effort.

![A blue speckled marble, symbolizing a precise block trade, rests centrally on a translucent bar, representing a robust RFQ protocol. This structured geometric arrangement illustrates complex market microstructure, enabling high-fidelity execution, optimal price discovery, and efficient liquidity aggregation within a principal's operational framework for institutional digital asset derivatives](https://options.greeks.live/wp-content/uploads/2025/07/precision-institutional-rfq-execution-framework-optimizing-digital-asset-derivatives-liquidity-aggregation-across-complex-market-microstructure.jpg)

## Stakeholder Engagement and Access

This category focuses on the quality and depth of relationships within the target account. Access to the right individuals is a prerequisite for any influence to occur. These KPIs measure not just contact, but the penetration and standing of your team with the people who hold power over the eventual RFP.

- **Key Stakeholder Mapping** ▴ The percentage of identified key influencers and decision-makers with whom meaningful contact has been established.

- **Meeting Penetration Rate** ▴ The ratio of meetings with high-value stakeholders (decision-makers, budget holders) versus meetings with lower-level contacts (analysts, end-users).

- **Relationship Strength Score** ▴ A qualitative score, often derived from CRM data, that rates the nature of the relationship (e.g. from ‘Aware’ to ‘Advocate’).

![A sharp, teal blade precisely dissects a cylindrical conduit. This visualizes surgical high-fidelity execution of block trades for institutional digital asset derivatives](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-precision-execution-microstructure.jpg)

## Messaging and Content Resonance

Once access is secured, the focus shifts to the effectiveness of the communication itself. These KPIs measure whether the core value proposition is being understood, adopted, and shared within the client organization. This is where you track the “stickiness” of your ideas.

- **Share of Voice** ▴ The frequency with which the client uses your organization’s terminology, product names, or unique conceptual frameworks in conversations and documents.

- **Content Engagement Score** ▴ A metric tracking how clients interact with shared materials (white papers, case studies, ROI calculators). This can include open rates, time spent on documents, and shares.

- **Inbound Inquiry Rate** ▴ The frequency of unsolicited questions or requests for information from the client, indicating a shift from a passive to an active interest.

> The strategic selection of KPIs must focus on measuring the resonance of your messaging and your ability to influence the client’s formal requirements.

![Stacked, distinct components, subtly tilted, symbolize the multi-tiered institutional digital asset derivatives architecture. Layers represent RFQ protocols, private quotation aggregation, core liquidity pools, and atomic settlement](https://options.greeks.live/wp-content/uploads/2025/07/layered-institutional-digital-asset-derivatives-rfq-protocols-optimizing-principal-execution-management-systems-for-best-execution.jpg)

## Requirement Shaping and Direct Influence

This is the ultimate measure of pre-RFP success. These KPIs directly assess the degree to which your organization has successfully embedded its unique strengths and differentiators into the client’s formal and informal requirements. A high score here indicates a well-manicured competitive field.

### Table 1 ▴ Requirement Shaping KPIs

| KPI | Description | Method of Measurement | Strategic Importance |
| --- | --- | --- | --- |
| Specification Influence Score | The percentage of technical or business requirements in draft RFP documents that can be directly traced back to your solution’s unique capabilities. | Analysis of pre-RFP discovery documents, meeting minutes, and email correspondence against your solution’s feature set. | Directly quantifies the success of shaping the RFP to favor your strengths, creating a significant competitive advantage. |
| Proprietary Feature Mentions | The number of times the client explicitly references a feature, methodology, or technology that is proprietary or unique to your organization. | Keyword tracking in communication logs, CRM notes, and meeting transcripts. | Indicates that the client perceives your unique differentiators as valuable and potentially necessary for a solution. |
| Budget Alignment Indicator | The degree to which the client’s informal budget discussions align with the expected cost of your proposed solution. | Intelligence gathered by the sales team during conversations about project scope and financial expectations. | Signals whether the client is being conditioned to a realistic price point, reducing the risk of being disqualified on cost later. |

![A teal sphere with gold bands, symbolizing a discrete digital asset derivative block trade, rests on a precision electronic trading platform. This illustrates granular market microstructure and high-fidelity execution within an RFQ protocol, driven by a Prime RFQ intelligence layer](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivative-rfq-protocol-high-fidelity-execution-platform-microstructure-intelligence-layer.jpg)

![A sleek, light-colored, egg-shaped component precisely connects to a darker, ergonomic base, signifying high-fidelity integration. This modular design embodies an institutional-grade Crypto Derivatives OS, optimizing RFQ protocols for atomic settlement and best execution within a robust Principal's operational framework, enhancing market microstructure](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-engine-core-principal-system.jpg)

## Execution

The execution of a pre-RFP communication dashboard moves from strategic intent to operational reality. This involves the integration of disparate data sources, the design of a coherent visualization layer, and the establishment of a disciplined operational cadence for its use. The dashboard is not a passive reporting tool; it is an active instrument for guiding strategic conversations and resource allocation within the sales and marketing teams. Its design must prioritize clarity and actionability, enabling a team leader to assess the health of a major account pursuit at a glance and drill down into specific areas of weakness or opportunity.

![An exploded view reveals the precision engineering of an institutional digital asset derivatives trading platform, showcasing layered components for high-fidelity execution and RFQ protocol management. This architecture facilitates aggregated liquidity, optimal price discovery, and robust portfolio margin calculations, minimizing slippage and counterparty risk](https://options.greeks.live/wp-content/uploads/2025/07/digital-asset-derivatives-rfq-execution-engine-microstructure.jpg)

## Constructing the Pre-RFP Dashboard

A successful dashboard aggregates data from multiple systems to create a single source of truth. The primary data sources typically include the Customer Relationship Management (CRM) system, marketing automation platforms, email and calendar analytics, and structured input from the account team. The key is to automate data collection where possible to minimize the administrative burden and to create clear, standardized fields for the qualitative data that requires manual entry, such as relationship strength scores or meeting outcomes.

![A metallic cylindrical component, suggesting robust Prime RFQ infrastructure, interacts with a luminous teal-blue disc representing a dynamic liquidity pool for digital asset derivatives. A precise golden bar diagonally traverses, symbolizing an RFQ-driven block trade path, enabling high-fidelity execution and atomic settlement within complex market microstructure for institutional grade operations](https://options.greeks.live/wp-content/uploads/2025/07/precision-execution-protocols-navigating-digital-asset-derivatives-market-microstructure-for-optimal-block-trade-liquidity.jpg)

## The RFP Readiness Score

To provide a high-level summary of progress, many organizations develop a composite metric, often called an “RFP [Readiness Score](https://prime.greeks.live/question/how-can-an-organization-quantitatively-measure-its-readiness-to-move-directly-to-an-rfp/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite).” This score is a weighted average of several key KPIs, providing a single number that represents the overall strength of the pre-RFP position. The weighting of each KPI should be a matter of strategic discussion, reflecting the organization’s specific sales methodology and the nature of its market. A higher score indicates a higher probability of success and provides a quantitative basis for the Go/No-Go decision.

> An effective dashboard translates complex engagement data into a clear, actionable RFP Readiness Score, guiding strategic resource allocation.

### Table 2 ▴ Sample RFP Readiness Score Calculation

| KPI Category | KPI | Current Value | Weight | Weighted Score |
| --- | --- | --- | --- | --- |
| Stakeholder Access | Key Stakeholder Mapping | 80% | 25% | 20.0 |
| Messaging Resonance | Share of Voice | 65% | 30% | 19.5 |
| Direct Influence | Specification Influence Score | 70% | 35% | 24.5 |
| Direct Influence | Budget Alignment Indicator | 90% (High Alignment) | 10% | 9.0 |
| Total | RFP Readiness Score | | 100% | 73.0 |

![A central dark aperture, like a precision matching engine, anchors four intersecting algorithmic pathways. Light-toned planes represent transparent liquidity pools, contrasting with dark teal sections signifying dark pool or latent liquidity](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-execution-engine-9.jpg)

## Operationalizing the Dashboard

The value of the dashboard is realized through its integration into the team’s regular operational rhythm. It should serve as the centerpiece for weekly or bi-weekly account strategy meetings. During these meetings, the team reviews the dashboard not just to report on past activities but to plan future ones. A drop in the Content Engagement Score might trigger a new targeted content campaign.

A low Meeting Penetration Rate could lead to a focused effort to secure introductions to higher-level executives. The dashboard transforms account planning from a static, annual exercise into a dynamic, data-driven process of continuous adjustment and optimization. This disciplined, analytical approach ensures that the entire team is aligned and focused on the activities that will most effectively position them to win long before the RFP is ever released.

![A beige probe precisely connects to a dark blue metallic port, symbolizing high-fidelity execution of Digital Asset Derivatives via an RFQ protocol. Alphanumeric markings denote specific multi-leg spread parameters, highlighting granular market microstructure](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-system-execution-hub.jpg)

## References

- Kaplan, Robert S. and David P. Norton. “The Balanced Scorecard ▴ Measures That Drive Performance.” _Harvard Business Review_, vol. 70, no. 1, 1992, pp. 71-79.

- Eyal, Nir. _Hooked ▴ How to Build Habit-Forming Products_. Portfolio/Penguin, 2014.

- Rackham, Neil. _SPIN Selling_. McGraw-Hill, 1988.

- Cespedes, Frank V. “Putting Sales at the Center of Strategy.” _Harvard Business Review_, vol. 97, no. 3, 2019, pp. 98-107.

- Adamson, Brent, and Matthew Dixon. _The Challenger Sale ▴ Taking Control of the Customer Conversation_. Portfolio/Penguin, 2011.

- Friend, Scott, and Craig Weber. _Strategic Selling ▴ The Unique Sales System Proven Successful by America’s Best Companies_. Grand Central Publishing, 1985.

- “2021 RFP Response Trends Report.” Loopio, 2021.

- Witt, Robert. “The Art of the RFP ▴ A Guide to the Request for Proposal.” QorusDocs, 2023.

![A sleek, abstract system interface with a central spherical lens representing real-time Price Discovery and Implied Volatility analysis for institutional Digital Asset Derivatives. Its precise contours signify High-Fidelity Execution and robust RFQ protocol orchestration, managing latent liquidity and minimizing slippage for optimized Alpha Generation](https://options.greeks.live/wp-content/uploads/2025/07/high-fidelity-institutional-digital-asset-derivatives-execution-via-optimized-rfq-protocols-enhancing-market-microstructure.jpg)

## Reflection

![A precision-engineered interface for institutional digital asset derivatives. A circular system component, perhaps an Execution Management System EMS module, connects via a multi-faceted Request for Quote RFQ protocol bridge to a distinct teal capsule, symbolizing a bespoke block trade](https://options.greeks.live/wp-content/uploads/2025/07/precision-engineered-interface-for-institutional-digital-asset-derivatives-request-for-quote-protocol-high-fidelity-execution-within-principal-operating-system.jpg)

## From Communication to Systemic Advantage

A pre-RFP communication dashboard, when properly executed, transcends its function as a measurement tool. It becomes an operational system for embedding an organization’s value proposition so deeply into a client’s thinking that the subsequent formal procurement becomes a confirmation of a decision already made. The data it provides is not merely informational; it is formative. It shapes the behavior of the account team, focusing their efforts on the interactions that build systemic advantage.

The framework of KPIs ▴ measuring access, resonance, and influence ▴ provides a language and a logic for deconstructing the complex process of enterprise sales. It asks you to consider how your own organization currently quantifies its influence. What are the true leading indicators of success in your most important accounts, and how does your operational framework drive the behaviors necessary to move them?

![Intersecting opaque and luminous teal structures symbolize converging RFQ protocols for multi-leg spread execution. Surface droplets denote market microstructure granularity and slippage](https://options.greeks.live/wp-content/uploads/2025/07/rfq-protocols-for-digital-asset-derivatives-high-fidelity-execution.jpg)

## Glossary

<a href="https://prime.greeks.live/area/pre-rfp-strategy/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![Precisely aligned forms depict an institutional trading system's RFQ protocol interface. Circular elements symbolize market data feeds and price discovery for digital asset derivatives](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocol-interface-optimization.jpg)

## Pre-Rfp Strategy

Meaning ▴ Pre-RFP Strategy denotes the comprehensive, structured phase undertaken by an institution prior to issuing a formal Request for Proposal for new digital asset derivatives systems or services. </a><a href="https://prime.greeks.live/question/how-can-an-organization-quantitatively-measure-its-readiness-to-move-directly-to-an-rfp/?utm_source=options.greeks.live&utm_medium=referral&utm_campaign=satellite" class="glossary-item-box">
![A clear glass sphere, symbolizing a precise RFQ block trade, rests centrally on a sophisticated Prime RFQ platform. The metallic surface suggests intricate market microstructure for high-fidelity execution of digital asset derivatives, enabling price discovery for institutional grade trading](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-microstructure-2.jpg)

## Readiness Score

Quantifying RFP readiness involves a weighted analysis of strategic, operational, and technical maturity to ensure optimal resource deployment. </a>

**Tags:** [Procurement Influence](https://options.greeks.live/area/procurement-influence/), [Share of Voice](https://options.greeks.live/area/share-of-voice/), [Requirement Shaping](https://options.greeks.live/area/requirement-shaping/), [Stakeholder Engagement](https://options.greeks.live/area/stakeholder-engagement/), [Sales Influence Metrics](https://options.greeks.live/area/sales-influence-metrics/), [Strategic Account Management](https://options.greeks.live/area/strategic-account-management/)	

## Discover More

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![A central teal sphere, representing the Principal's Prime RFQ, anchors radiating grey and teal blades, signifying diverse liquidity pools and high-fidelity execution paths for digital asset derivatives. Transparent overlays suggest pre-trade analytics and volatility surface dynamics. Pinned elements indicate precise RFQ protocol engagement and atomic settlement.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-and-market-microstructure.jpg)

Quantifying pre-RFP engagement ROI is a system of attributing downstream revenue gains and cost efficiencies to the act of shaping client requirements.

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![Abstractly depicting an institutional digital asset derivatives trading system. Intersecting beams symbolize cross-asset strategies and high-fidelity execution pathways, integrating a central, translucent disc representing deep liquidity aggregation. Black modules denote precise RFQ protocols and algorithmic trading components, optimizing market microstructure for principal trading.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-ecosystem-unifying-rfq-protocols-for-high-fidelity-execution-and-deep-liquidity-aggregation-across-multi-leg-spreads.jpg)

A collaborative workshop transforms the RFP into a dynamic diagnostic system, generating high-fidelity data on a vendor's true capabilities.

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![A central teal column embodies Prime RFQ infrastructure for institutional digital asset derivatives. Angled, concentric discs symbolize dynamic market microstructure and volatility surface data, facilitating RFQ protocols and price discovery. Small fasteners denote precise atomic settlement and high-fidelity execution.](https://options.greeks.live/wp-content/uploads/2025/07/digital-asset-derivatives-rfq-protocol-alpha-generation-execution.jpg)

A client tiering model is a system for optimizing resource allocation by segmenting clients based on value and needs.

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![A precise digital asset derivatives trading mechanism, featuring transparent data conduits symbolizing RFQ protocol execution and multi-leg spread strategies. Intricate gears visualize market microstructure, ensuring high-fidelity execution and robust price discovery. This system mitigates counterparty risk and optimizes capital efficiency for institutional trading.](https://options.greeks.live/wp-content/uploads/2025/07/high-fidelity-institutional-digital-asset-derivatives-rfq-execution-framework.jpg)

Effectively weighting RFP criteria translates strategic priorities into a quantitative, defensible decision-making system.

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![A transparent glass sphere rests precisely on a metallic rod, connecting a grey structural element and a dark teal engineered module with a clear lens. This symbolizes atomic settlement of digital asset derivatives via private quotation within a Prime RFQ, showcasing high-fidelity execution and capital efficiency for RFQ protocols and liquidity aggregation.](https://options.greeks.live/wp-content/uploads/2025/07/architecting-high-fidelity-execution-for-institutional-digital-asset-derivatives-rfq-protocols-and-systemic-liquidity-aggregation.jpg)

Improving stakeholder alignment to reduce RFP delays is achieved through proactive engagement, a flexible procurement framework, and clear, consistent communication.

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![Sleek, interconnected metallic components with glowing blue accents depict a sophisticated institutional trading platform. A central element and button signify high-fidelity execution via RFQ protocols. Angular panels represent diverse liquidity pools and multi-leg spread components, reflecting a robust Principal's operational framework optimizing digital asset derivatives market microstructure.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-system-microstructure.jpg)

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![A precision metallic dial on a multi-layered interface embodies an institutional RFQ engine. The translucent panel suggests an intelligence layer for real-time price discovery and high-fidelity execution of digital asset derivatives, optimizing capital efficiency for block trades within complex market microstructure.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-engine-high-fidelity-execution-system.jpg)

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![A transparent sphere, representing a digital asset option, rests on an aqua geometric RFQ execution venue. This proprietary liquidity pool integrates with an opaque institutional grade infrastructure, depicting high-fidelity execution and atomic settlement within a Principal's operational framework for Crypto Derivatives OS.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-execution-system-prime-os.jpg)

High RFP tool adoption is achieved by engineering a system that integrates seamlessly into workflows and provides undeniable operational value.

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![An abstract composition of interlocking, precisely engineered metallic plates represents a sophisticated institutional trading infrastructure. Visible perforations within a central block symbolize optimized data conduits for high-fidelity execution and capital efficiency. This visual metaphor highlights seamless interoperability, robust Prime RFQ architecture, and intelligent routing for digital asset derivatives.](https://options.greeks.live/wp-content/uploads/2025/07/institutional-digital-asset-derivatives-rfq-protocols-multi-leg-execution-layer.jpg)

Effectively involving stakeholders in RFP weighting means architecting a system to translate diverse expertise into a single, defensible, quantitative decision.

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---

**Original URL:** https://options.greeks.live/question/what-are-the-most-critical-kpis-for-a-pre-rfp-communication-dashboard/
