8 biggest mistakes made when tendering

  • Published on: 13 October 2017
  • By: Frances Talman

When responding to tenders, having a well thought out strategy, a thorough detailed plan of action and of course, being prepared are the fundamentals required when responding to a bid. Juggling all the elements whilst keeping focused on detailed compliant response that differentiates you from competitors is a very difficult task to master.   

But it doesn’t need to be that way!

The old adage failing to prepare, you are prepare to fail; is definitely applicable in these sorts of situations. When you are responding to a bid opportunity, do you know how you should prepare? The bid no bid process is always a good starting point. Choosing your battles wisely is important and a well thought out bid no bid process is key to ensure you are qualifying opportunities prior to committing resource, time and money to the effort. Follow our top tips, to gain the competitive edge that puts you in a strong bid position:

  • Leave plenty of time

Rushing your response is a recipe for disaster. Good practice in this area is to estimate the time you think it will take to respond and add an addition 50%. Allocating sufficient time will enhance the quality of your response; will make the process so much smoother and less stressful.It will give you plenty of opportunity to review and rework your responses to improve the quality

  • Read everything very carefully 

Make sure that you know what you need to answer, by whom and by what date. This will avoid all misunderstanding when the deadline gets closer. We would recommend that at least two people review the documents to ensure you have not missed any requirements that would deem your response non-compliant

  • Pull together the best team not the available team

When pulling together a bid team it is essential you involve all the right people that will make the difference in responding rather than individuals who are available. During busy periods it is common to involve resources that are under capacity if the most appropriate people are fully utilised. This is a dangerous strategy as most organisations can submit a response but only a few will submit a winning response which will require the input of your best people.

  • Structure your response

Before writing make sure you have thought through the structure of your message. Your response should be presented in a clear and logical manner to make the assessor’s job as easy as possible.

  • Make sure each paragraph is about them

The ideal way to begin each paragraph is with a strong statement about how you will help your prospective client and their business. Tell them what’s in it for them in a compelling and relevant way

  • Graphics

Weave graphics into your response where possible.Sometimes a picture is worth a thousand words.But beware, make sure it fits in with your key messages and is of a high quality.Poor quality graphics can be detrimental to your response

  • Provide relevant examples

Ensure you can provide evidence to support your statements. It is a basic concept but it goes a long way in the assessor’s eyes. If the submission allows, always provide well referenced appendices

  • Check, check and double check

It is essential that you check and double check your response before submission. Typos could be costly mistakes so make sure you take the time to review every word, check you’ve addressed all questions and met all of the prospect’s requirements. We recommend you have an objective pair of eyes that have not been involved in the submission

To discuss all your bidding and tendering needs with one of our independent experts please contact eXceeding today on 03333 555 111.