There’s no doubt about it — tender writing can be pretty stressful, especially when you have a tight deadline, and you’re time-poor. But there are some things you can do to reduce stress and optimise your results.
Check out these suggestions.
1. Understand the Requirements
Carefully read and understand the tender documents, including all specifications, requirements, and evaluation criteria. Make a checklist of the key points you need to address in your response.
2. Plan and Organise
Break down the tasks included in the Response Schedules into smaller, manageable sections. Create a timeline and allocate specific time for each section to avoid last-minute rushes.
3. Collaborate
If you have a team, assign certain sections to individual staff members based on their experience. However, this option has the downside that it will impact their day jobs, so you’ll often end up with an inferior, half-hearted response. The other alternative is to use the tender writing services of a professional (like me).
4. Gather Data
Gather all the information you’ll need to include in the response, based on the requirements set out in the tender documentation. Make sure you support your response with relevant data, statistics, and examples.
5. Develop a Library of Reusable Content
Time is a precious commodity, so if you invest time now to develop a library of reusable content, you’ll save plenty of time (and stress) with your next tender.
6. Customise Your Response
Even with a library of content at hand, it’s uber-important to tailor your tender response for each tender so you can clearly understand the requirements and how well you meet them.
7. Highlight Your Strengths
Clearly articulate your unique selling points and what sets your company apart from your competitors. Showcase your experience, expertise, and success stories relevant to the tender.
8. Be Clear and Concise
Write clearly and concisely, avoiding unnecessary industry jargon, so your response is easy to read and understand.
9. Review and Revise
Review your response multiple times to catch any errors and improve clarity. At this point, it’s a good idea to get someone else to review your tender submission so you can get a fresh perspective on how well it reads.
10. Always Keep an Eye on the Deadline
Plan your time so you can comfortably meet the submission deadline and avoid any last-minute stress by submitting ahead of schedule. A word of warning about this: every tender portal has a countdown to the deadline. Even if you’re in the middle of uploading your submission when the deadline passes, the portal will slam shut and kick you out. So, allow plenty of time for this part.
Final Thoughts
Above all, you should approach the tender response as an opportunity to showcase your strengths and win new business. Focus on the positive aspects of your proposal rather than dwelling on potential challenges. If at any time you have any doubts or need clarification on certain aspects of the tender, don't hesitate to ask for more information.
Remember that the process of responding to tenders can be iterative, and each submission is an opportunity to refine and improve your approach. Following these tips and systematically approaching the task can reduce stress and increase your chances of submitting a compelling tender response.
But if the tender writing task is too daunting or you don't have the capacity to write an awesome response, I'm here to help. Just give me a call at 0400 5145 57, shoot me an email at pauline@tenderwise.com.au, or fill out the form here. A chat costs you nothing :)
Happy tendering,
Pauline