Perfecting retention proposals in bid writing
Many people approach bid writing to retain existing contracts as a simple exercise which involves a few ticks in the right boxes and the re-submittal of a previous proposal. After all, you won it the first time, right? Now your position is strengthened further by your having an outstanding relationship with your customer, so you don’t have to do too much to secure a continuation of a contract.
Well, not exactly. Sometimes tender writing for a retention bid can be even more challenging than approaching a brand new client, precisely because the client has had the opportunity to get to know you and your organisation, and things do not always run smoothly with contracts, no matter how much effort you put in as a business. This means that the retention proposal needs to be approached with care by the bid writer, with attention to detail and more than a little honesty in order to ensure a successful continuation of your contract.
The first thing to remember when you approach your retention bid is that honesty means everything to your client. If you have experience any problems at all in your handling of the original contract, then it’s critical to make reference to this with full honesty. Anything other than this approach will lead your customer to assume that you are ignoring any teething problems, or are not prepared to make any changes in your new contract performance. If you made mistakes as an organisation, acknowledge them with full transparency and describe how you will prevent these errors from occurring again in the future.
The biggest advantage you have with a retention bid over your competitors is your established relationship with the customer. Showing what you have achieved and demonstrating a full understanding of the customer’s company will hold you in great stead for capitalising on past successes for a future continuation of the contract. Show what has worked well, reflect the company culture back to your customer, and emphasise what has worked well between you both which can be carried on.
Even if your organisation works brilliantly with your customer at present, it’s always worth the bid writer considering updates to your service package, innovative new ways of working and ways of streamlining existing processes to add more value. Remember that your competitors have a hungry streak which may prompt them to propose some outstanding solutions, possibly for a lower price than you can currently offer. Make changes where required to enhance your service further for the client, and adopt new procedures to reduce costs and improve services and products.
Finally, never assume that just because you work with the firm presently, everyone who will be reading your bid automatically knows all about your company, who you are and what you do. Specify your strengths and capabilities just as you would for a new bid, in order to assure a renewal of your contract.
Bid And Tender Writing FAQs
In any organisation, it makes sense for the Sales and Bid teams to work closely together in order to establish what the client is looking for. However, there is often a huge disparity in activities between the teams, and even a form of rivalry whereby each team aims to be independent from the other in some respects.Read More >>
In any organisation, there is a wealth of information being passed around, shared, utilised or archived, every day. Each team within a company has a specific specialism, and the people who work within the team are experts in their particular niche of the organisation’s overall function. This means that on any given day, thousands of words, images and concepts are bandied around, to be picked up by people and used, or simply filed away for future reference.Read More >>
It doesn’t always follow in the world of bid writing that the more experience a proposal writer has, the better their copy will be. As with any industry, familiarity can breed contempt, and over-exposure to our craft can make even the most talented and resourceful bid writers pick up a few bad habits as they continue with their trade.Read More >>
As bid writers, we are often required to consider the element of risk which any proposal we produce contains. Risk management is the strategy a company uses to identify, contain and mitigate any potential risks which could threaten the successful delivery of a proposed solution, hunting out the embedded risks within the proposition and working out how to deal with them.Read More >>
With late nights, early mornings, working weekends and tight deadlines, even the most resilient bid writer can find themselves feeling anxious, prone to infection or suffering with work-related stress. The industry of proposal writing is renowned for being a high-pressure environment, and it’s important to stay on track of mental and physical health when things become chaotic in the office, and deadlines loom.Read More >>
If you work in a busy proposal team, the chances are that you are rushed from one project to the next, rarely having the chance to pause before the next bid looms large, with all its demands, complexities and tight deadlines.Read More >>
Let’s be honest. Which bid writers haven’t found ourselves up against the wall, timewise, when it comes to getting a proposal document to the customer on time? With the best possible preparation, anticipation of risks and milestone mapping, we all of us have times as bid managers when we are forced to go all out to deliver a compliant bid at the last minute.Read More >>
Have you ever been abroad, and been in stitches over some of the unconventional uses of grammar which grace many of the menus and signposts? Proposal writers often have a keen eye for picking up on the small mistakes which many people may gloss over or not register, and having an eye for these errors can support bid writing, as having the kind of brain which detects small mistakes can be invaluable in the bid writer’s proofing process.Read More >>
The bid management process can either be fraught with tension or a streamlined and effective system which supports the bid manager and proposal writer to create bids of a high quality. As each bid request comes in, the proposal writer has a set list of tasks to undertake in order to ensure the quality and compliance of each bid.Read More >>
Many people approach bid writing to retain existing contracts as a simple exercise which involves a few ticks in the right boxes and the re-submittal of a previous proposal. After all, you won it the first time, right? Now your position is strengthened further by your having an outstanding relationship with your customer, so you don’t have to do too much to secure a continuation of a contract.Read More >>
As children, we learn through repetition, emulating adult language and weaving new words in to our vocabulary in order to broaden our world view. As adult proposal writers with a strong command of the English language, we understand that there are a myriad different ways of saying most things, and find a path through the dual nature of language in order to select words which best encompass our thinking, and put our point across in a clear and concise manner.Read More >>
There’s no question but that bid writers can have a tough time when it comes to achieving a good work/life balance. With the strict deadlines and large workloads which the proposal writing environment brings to bid professionals, it’s unsurprising that bid writers at times can feel overwhelmed by the amount of pressure heaped upon them to deliver on time, to a great quality.Read More >>
Regardless of how busy an average bid team is, and how many proposals they have passing through the department at any given time, the chances are every bid writing area gets the opportunity to pause in the proceedings for some much-needed downtime every now and again. Seasonal shifts in supply and demand, public holidays and trends in sickness mean that even the most productive bid writing team will get the occasional quiet period.Read More >>
Bid teams are tightly-knit communities, often seeming like a small world within the bigger business environment. Competitive challenges, strict deadlines and a niche industry can all bring bid writers and bid managers close together, joined in a mutual effort to win more business and secure ever more lucrative deals for their company. Often, in a regular organisation, the bid team can seem somewhat alien to the rest of the firm, as what proposal writers actually do seems to be a mysterious and misunderstood process.Read More >>
Tender writing. It’s a rewarding, demanding and sometimes stressful job, and the entire bid team need to pull together to work at optimum and ensure a good result when the stakes are high. Companies who have a sound team which work well together are able to achieve near-miracles when it comes to securing wins on important bids, and tender writing can be greatly enhanced by a healthy dose of high morale within the bid team.Read More >>
The majority of meetings tend to be mildly ineffective, with too much time spent on unrelated activities which don’t develop the business, and a number of people all clamouring to be heard. The world of bid writing is no exception. Even the most streamlined and efficient bid writers can find themselves struggling to use meeting time effectively, when faced with a gaggle of enthusiastic fellow proposal writers and an errant bid manager or two.Read More >>
Often when bid writers approach a new proposition, we are asked to produce different variations upon a similar theme. While some organisations prefer us to use a standard template for bid responses, others are happy to leave us to our own devices, using our initiative in order to produce a compelling bid document.Read More >>
No matter how hard the bid writer, tender writer or proposal writer works to build strong relationships across their organisation, sometimes issues arise which simply can’t be resolved through the usual means. There are a number of common problems which all bid writing experts have to contend with, and the demands and rigour of the overall bid management process can only do so much to mitigate these potential issues as they arise.Read More >>
When we consider the role of the bid writer and manager, the most common stakeholders which spring to mind are the Sales team within our organisations. Sales and Proposal teams have a long-standing relationship which stems from the requirement to liaise with the Sales team in order to identify new opportunities, and the two teams are often combined within corporations in order to enhance the working relationship and make it easier for proposals to be developed with a close understanding of what the customer is looking for.Read More >>
Seasoned bid writers have a great command of language, and usually come from a strong academic background. Far from being an asset, however, spending time in academia can actually impede the bid writing process, as writers who have attended university tend to favour a wide vocabulary which is peppered with words to obfuscate meaning!Read More >>
You know the feeling – you have eight bids on the go, all due by the end of the week. Cold coffee is the main thing you can sense, other than the extreme exhaustion that renders you almost incapable of making decisions. You can’t remember when you saw your family last, and all they have seen of you over the past few weeks is a snappy, exhausted person who comes through the door late at night, kicks off their shoes and grabs some sleep before heading back to the office for six a.m.Read More >>
When your organisation has been established as the preferred service provider with a key contract for a while, the chances are that you will, at some point, be invited to bid again to secure ongoing work. Organisations have a number of reasons for putting out invitations to tender for ongoing work, even if your contract with the firm has proven to be satisfactory and offered them the ideal solution.Read More >>
There is much more to tender writing than simply producing a well-written and clear document. Establishing what your potential customer is looking for, and planning the ideal solution to meet their needs is as important, if not more critical, than the act of drafting out your written response to the invitation to tender.
The following tips are designed to support you in planning your tender writing process, to give you the best possible opportunity to sell your products or services to your potential customer.
The bid writing process is governed by a number of distinct rules, which formulate best practice for practitioners. While there are a number of ‘givens’ when it comes to producing the best possible tender documents for compliance, there are also a series of small things which inexperienced bid writers do, which can influence the evaluator in a negative way, unwittingly.Read More >>
Picture the scene. You’re in a shop, looking for some advice about when a certain item will be back in stock. You approach an eager assistant and ask them how long it will take for the stock to be replaced. The assistant begins to speak, regaling you with friendly information. They had the stock last week, but then a sudden snowfall stopped the delivery.Read More >>
When we were children, our eyes were inevitably drawn to books with pictures in them in preference to large chunks of text. The human brain is wired to be receptive colour, form and shape, meaning that we never quite lose the instant attraction to images, even as adults. This means that graphics should form an integral part of the bid writing process, as even the most stringent evaluator will find a document which utilises images effectively more appealing than one which is text-heavy.Read More >>
Bid writing calls for a number of factors to be in place before the busy proposal writer can actually sit down and produce outstanding copy to win bids for their company. A strong level of support from stakeholders, a sound understanding of what needs to be articulated, and a firm grasp of the proposition and requirements are all fundamental. However, there is another requirement for the effective production of copy, which is often neglected by bid writers – space.Read More >>
Most professional freelance proposal writers have probably come across a situation where their value is questioned when they approach an organisation. The scenario usually begins with someone asking what a proposal writer actually does, and then progresses to questioning the rates which are charged, and finally the sceptic can turn around and suggest that the bid writing process is simple – it’s just a matter of answering questions, and compiling pre-written content in some sort of logical order to answer a bid compliantly.Read More >>
In bid writing, much of the activity which we undertake tends to be very much focused in the present. We ‘fire-fight’ from bid to bid each day, and proposal writers rarely have the opportunity to lift our heads above the proverbial parapet and see what is going on in terms of win rates and secured contracts. This constant flurry of activity for the bid manager and bid writer is usual in the bid management process, but can sometimes make it tough to gain insight in to our overall success as bid writers.Read More >>