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Bid Management – Knowledge management for bid writers

Bid Management. 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.

All of this knowledge about a company is useful to the proposal writer who represents the organisation through words. The process of conveying a company’s missions, culture and values is as important as relaying facts and figures about financial standing and product development when it comes to portraying the firm in the best possible light. This is why knowledge management is a fundamental component of the bid managment process and core to the tender writing activity, as it is a way of capturing significant data in readiness for the next bid.

Despite this, many tender writers fall in to the trap of taking a responsive, rather than proactive, role when it comes to the accrual and storage of knowledge about the company whom they are writing for or on behalf of. This means that each time a bid comes through the door, the proposal writer is expected to pretty much begin ‘from scratch’, collating appropriate materials and information in order to furnish a decent response which results in a winning proposition.

A little bid management time spent organising the available knowledge within your company will go a long way towards saving time and resource when you are asked to produce a new bid. The following areas all stand as best practice for collating information which can be critical to producing compliant, compelling and engaging documents on behalf of your organisation:

  • Develop strong relationships with key content providers
  • Keep in touch with the HR and Communications team, to stay abreast of new developments
  • Learn who is responsible for product updates and solutions, and make sure you are regularly briefed about new initiatives
  • Set up a reliable and easily accessible content management system, which has automated reminders to update content which is scheduled to go out of date on a regular basis
  • Take time out every month to update material in line with organisational changes and developments
  • Keep abreast of company news every day, making sure that boilerplate content is updated accordingly
  • Meet regularly with key stakeholders to ensure that information is disseminated when new events take place across the organisation.

By following a set procedure each month for the maintenance of company knowledge, the bid writer will always be at the forefront of company developments, furnishing them with the best possible content to write their bids.

Bid Management Articles

The bid manager’s guide to work/life balance (2)

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 t he 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.

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Understanding the bid management process

Storyboarding, stakeholder engagement, content collation, competitor analysis…there are so many elements to the bid management role that it can be easy to become overwhelmed when it comes to pulling together an outstanding proposal for your organisation. Although the bid management process can vary from company to company, essentially the guidelines and methodology behind the creation of bids are based upon a universally-agreed best practice model.

Read More >>

The bid manager’s guide to work/life balance

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 t he 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 >>

The Bid Manager’s guide to quoting for a tender

One of the toughest decisions for any bid management team or bid writer is establishing an accurate and effective pricing strategy. More than ever in today’s economic climate, organisations are considering the efficacy of bid responses with a strong focus upon pricing, as budgets tend to be tight and everyone is seeking maximum value for minimum cost.

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The bid manager’s guide to pricing your products and services

One of the most common things which any bid manager will hear, upon requesting feedback on why a bid failed, is ‘We made a decision based upon price’. While this may be simply an excuse in some cases, as a way of avoiding going in to an in-depth discussion relating to the evaluation process, it could also be the truth for many bids.

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The benefits of public sector opportunities for bid managers

The public sector spends a huge amount each year and is always looking for new suppliers. This is great news for organisations looking to increase their customer base and generate further revenue through the pursual of public sector opportunities. No matter what size your organisation is, it’s definitely worth trying to win bids within this sector, as there are a wealth of opportunities if you develop a compelling document.

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Delivering your bid on time: The bid manager’s guide

Let’s be honest. Which of us bid managers haven’t found ourselves up against the wall, timewise, when it comes to getting a proposal document to our 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.

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Bid management basics

Bid management is a thriving profession, with more and more organisations realising the benefits of procuring sales through an effective and efficient bid team. Supporting the bid writer to produce compliant and compelling documents, and liaising with the sales force, the bid manager role carries a wealth of challenges when it comes to co-ordinating the overall tender process and working to procure winning contracts on behalf of the company.

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Bid Management – Working out when to bid

In a busy bid environment, many companies can find themselves besieged by invitations to tender from all of their customers. With most of us only having finite resource on hand to respond to tender requests, it can be difficult to decide which of the many opportunities we should be responding to. Part of the bid management process is considering how best to allocate resource can be difficult, as the criteria for going for a particular bid does not always come down to the financial rewards available.

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Bid Management – Mapping the sales process

Bid managers and bid writers know that if your bid management process has an ineffective sales process component, it can result in a huge amount of dithering and procrastination before your organisation can reach a bid/no bid decision. Having a well-understood and established sales process map as part of your bid management process ensures that the right people are engaged with the activities from the outset.

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Bid Management – Knowledge management for bid writers

Bid Management. 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 >>

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