Top Tips for Successful Bid Preparation

The prospect of starting a bid from scratch can be a daunting task. Especially for someone who is not familiar with the process. Often other team members are linked to bid preparation usually when they have other job roles. Finding the time can be a problem. It is often overwhelming especially when faced with tight deadlines and complex requirements. Start the process by adhering to these steps:

1. Break Down the Bid Document

Break down the bid document into manageable sections. The first step is always to read the documents thoroughly. Run it through your bid/no bid process to make sure it is suitable. I usually start with the easy sections. This gives me the opportunity to focus on the more complex sections. I then know that a sizeable part of the application is already completed.

By prioritising key sections, it enables more time-sensitive areas to completed first. This is where the information is more difficult to locate, or is needed from a specific team for example. This allows momentum to get started which forms the basis to a great document.

2. Set Small, Achievable Goals

It is a marathon not a sprint! Having a well defined bid plan is essential to decide the different sections are going to prioritised. This is based initially on the amount of information you have to hand. By finishing certain sections first, it reduces the overwhelm. It is important to remember that these sections will most likely not be perfect or finished. But you will have a starting point from which you can build further.

To increase efficiency in your work, set time blocks. This way, you can dedicate 30 minutes to answer or edit certain sections. Short intervals with focused work are best. The Pomodoro Technique is a great example of this as it ensures both productivity and motivation.

Image credit: Braden Collum

3. Utilise your Resources

The secret to any winning bid is good information. What better way is there to show value and experience to a prospective client? This comes in many forms:

• case studies/testimonials

• detailed policy documents

• work stream processes

• earlier bid information

• valued feedback

• customer insights & more

Building up any form of knowledge bank is essential. Organised information which can be utilised for future opportunities is the ticket. I say it often but "the real work happens in the down time between bids". If you have no knowledge to glean from or it is in no order, you are always going to struggle.

We re-use information but we NEVER copy and paste! Mistakes are always made. Every bid must be customised to the client requirements. We read and re-write information to suit the audience. Making sure it is clear and coherent hitting all the points which are essential.

4. Delegate and Collaborate

A winning bid is always a team effort. There may be only one person assigned to the bid or proposal. Still, the extended stakeholders within the business form the team. It will almost always be necessary to seek their guidance when putting a bid together. The bid function connects various operational elements. These include technical, project management, marketing, Human Resources, legal, procurement, and more.

Deciding on the best way to manage such data and information is key. I have always liked the shared functionality of 'Teams' or 'Sharepoint'. Yet, many different options are on the market. These options, including proposal management software, make the possibilities endless for shared collaboration.

5. Focus on the Client’s Needs

Make sure to stay aligned on the client's requirements. This alignment comes from what is specified within the bid documentation. It also results from the extensive customer research carried out within the capture management process. That level of data and insights helps form an opinion. From this opinion, the bid win themes can be developed. Without this, any bid will be lacking in context and understanding. The research element in any bid process is an essential one.

Take the time to answer questions systematically and precisely. Being sure to hit every point and not miss out the detail. This will help to guide the structure of the response, leading to a flawless result every time.

6. Take One Step at a Time

The first draft is never the final draft. Never. It is simply page one. Formulate some basic ideas. Create a plan of what you need. You are halfway there. Get some initial thoughts and ideas down on paper. Doing this eliminates the paralysis of a blank page. We all get to experience this at one time or another.

Language can be refined at a later date. At this stage, it is all about progress over perfection. The editing process is a feat in itself. Writing is very creative whereas editing is analytical. A little bit like trying to combine art and science. The brain function cannot do both well simultaneously. I often talk about 'thinking time', we often need space and time to process ideas to their full effect.

7. Use a Tracker

A lead Tracker document can help to manage information overload. This should specify who is responsible for each question. As well as a RAG (Red/Amber/Green) status. There should also be room for any additional information. This should be managed by the bid lead with access for the rest of the team. Having a visual document such as this shows results and progress easily. It also provides a sense check for all.

8. Seek Feedback Early

Be sure to review as you go. Whether that is one individual or a specific internal review panel. This helps the team to stay on track. Providing new insights is easier during the development. It reduces workload at the end when everyone is trying to adhere to a tight deadline.

Next Steps

By breaking the bid into smaller tasks, leveraging past work, and collaborating with others, you can effectively manage feelings of overwhelm and complete the bid efficiently.