Writing a tender is an intense process; there’s a myriad of tasks to get done and it may seem like there’s just not enough time. However, preparing for a tender well in advance can help you plan for an invitation before actually receiving one — allowing you more time to focus on the details and nail your tender.
Preparing for a tender can be tricky as you’re often unsure of where to even begin. Having all your ducks in a row though is essential especially when being prepared gives you an edge over your competition. When you create a framework to work out of, not only does this ease the actual tender writing process for you in the future but it allows you to work out any kinks and ask questions about issues that may arise further down in the process.
On that note, here’s a few notes on how to prepare a tender beforehand:
Register yourself with tender websites
Keeping yourself in the loop is essential. Sign up to websites that offer weekly emails or subscriptions to any tender-related news. Knowing what’s new or trending within the industry allows you to avoid any future mishaps. Not only does this keep you updated, but it also makes you aware of the current tendering landscape — it could even help with competitor awareness.
Attend information sessions
Before releasing a tender invitation, some companies offer you the chance to attend a session in advance for more information. Remember those websites we mentioned earlier? A lot of them tend to email members with news about potential information sessions. Even if it’s not a tender you’re absolutely invested in, sometimes showing up can aid you in different ways.
It could give you information that might better your future tenders and in certain cases, build a network with relevant tender associates. Knowing and building a relationship with people within the industry is key to hearing about tenders well in advance, giving you ample time to come up with the perfect tender.
Build strategies and frameworks
With enough research into your industry and scope of business, establishing guidelines or a framework for your future tenders is possible. Setting up a template or building a strategy for your future tenders can help ease the pressure when the time comes to actually writing the tender. Having a structured approach is vital especially as a tender requires one to answer multiple aspects — it drastically cuts down on time and effort wasted.
Review the competition
Always do competitor research so that when you’re writing your tender, you’ll know who exactly you’re competing against. This way, you’ll know where your own weaknesses and strengths lay in comparison. This can help you build a compelling case when you know what to offer to stand out or give you an edge. Also, review past winners of the tender. Look at who previous clients were and what they offered, as well as who their competition was. Preparing this in advance will save you a lot of time when the invitation drops, giving you a massive lead in how to prepare your tender.
Keep your references close
Always know who your references are and keep them updated. Establishing contact with them in advance and building that level of engagement and communication is essential. You do not want to be stuck in a situation where your references are either invalid or simply not responsive in the weeks prior to your deadline. Keep your references ready well in advance!
Make note of previous debriefs
If you’re in the tendering industry and it isn’t your first rodeo, then you’ve probably already got valuable information to learn from. While rejection is rough, it can also be a great learning process. Ask for a debrief from past invitations and learn from them. Rework your strategies and frameworks with that information, to successfully continue moving forward.
Knowing how to prepare a tender becomes a lot easier with experience. If you’re truly invested, having professional advice on your prep work can also be all you really need before stepping into the world of writing tenders, confidently.