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Iron Mountain: Giving a 600-Person Sales Force Back Their Time to Sell

CHALLENGE

RFPs are a critical part of the sales process for Iron Mountain’s North American sales team of 600 sellers. The Proposal Services Team was established in 2008 with a clear charter: create capacity for sales by removing administrative burden from individual sellers so they could focus on what they do best — building relationships and winning deals.
Despite that intent, proposal production itself was becoming a significant drain. Management found the team was spending 30–40% of their time on non-selling activities, with a large portion of that going towards hardcopy assembly and delivery. Deadlines were frequently pushed to the last minute, leaving little room for error:

  • Sellers assembling proposals themselves, resulting in inconsistent quality — including typos, poor graphics and binders falling apart at critical moments
  • 30–40% of team time consumed by non-selling activities including printing and physical assembly
  • No reliable, professional-grade production resource to handle high-stakes RFP documents
  • Last-minute deadlines creating enormous pressure with no safety net
  • No direct line to a production partner who could respond when things went wrong

POBLEM SOLVING

Iron Mountain turned to Mimeo to overhaul the proposal production process entirely. By building and ordering RFPs online, Elise Gilbert's Proposal Services team could produce and deliver polished, professional proposals in minutes — with content finalisable as late as the evening before a deadline. Mimeo's centralised production facilities ensured consistent, high-quality documents every time, removing the variability that had undermined important deals. Extended cut-off times for next-day delivery gave sellers additional hours to work on proposals without sacrificing turnaround speed. A critical factor in the decision was 24/7 access to Mimeo's Customer Care team — essential when high-stakes proposals are on the line and there is no margin for error.

THE RESULT

Since partnering with Mimeo, Iron Mountain's Proposal Services Team has transformed what it can deliver for the business:
  • Non-selling activities reduced significantly, freeing sellers to focus on relationships and deals
  • Proposal Services Team now reliably supports the full document needs of a 600-person sales force
  • Over 1,000 proposals produced and delivered by Mimeo without a single miss
  • Consistent, professional-quality documents with a polished look and feel every time
  • Extended cut-off times give sellers more than 24 additional hours to finalise proposal content
  • Even sellers who don't require hard copy now request Mimeo proposals — knowing the quality makes an impact with prospects
  • Iron Mountain can now attract top sales talent by demonstrating the level of support available to sellers

“Our goal was consistent quality and removing non-selling steps in the process. If I hadn’t found Mimeo, we would not have been as successful.”

— Elise Gilbert, Director, Sales Support Services
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