Managing a government tender to a tight schedule requires meticulous planning. This calls for the ability to get everyone on board to ensure your compelling tender response is submitted in a timely fashion. Here’s a handy guide to get you started.
Effective planning
Develop a detailed plan
It’s amazing how many people forego this vital step and then wonder why they come perilously close to missing the deadline.
In particular, government tenders can be difficult to decipher so start by thoroughly reading all tender documentation to understand exactly what’s required. You’ll then be in a position to create a detailed project plan that outlines all the critical tasks, responsibilities, and deadlines.
Don’t forget to factor in time for a regular review of the draft to ensure the response meets all requirements and standards.
Also factor in time for the professional proofreading of your response. The value of submitting an error-free, coherent response that speaks with one ‘voice’ cannot be overestimated.
Set realistic milestones
Work backwards from the tender due date (adding in a day or two as a buffer) to establish realistic, clear milestones and deadlines for each phase of the tender preparation. Also remember that various contributors are almost certainly juggling compiling tender input for you with their normal job activities, so make allowances for that.
Make it visual
Use a Gantt chart or project management software to visualise the timeline and track progress and share it with your team. Regularly update the plan to reflect any changes or delays. Address any deviations promptly to avoid a small time lag becoming a big delay. Regular updates help in identifying potential bottlenecks early and mitigating risks.
Prioritise tasks
Identify and prioritise the most critical tasks so they receive the necessary attention and resources. Then delegate lower-priority tasks to team members who can handle them with minimal supervision.
Factor in flexibility
No matter how careful your planning may be, unforeseen issues may still arise. Be prepared to reallocate resources or adjust deadlines if necessary. A flexible mindset is invaluable in helping to manage stress and keep things on track.
Managing people
Assemble a skilled team
It makes sense to choose team members based on their expertise in relation to the tender requirements. Above all, everyone in the tender team – even if it’s a team of just two or three – must be clear on their role and responsibilities. Everyone needs to feel confident of how their contribution fits in with the overall response.
Foster a positive environment
It’s vital that you create an open working environment where team members feel comfortable raising concerns or seeking clarification. Remember, for some, this may be their first government tender experience and it may be a steep learning curve.
Clear communication
This is such an important factor. Establish regular team check-ins to discuss progress, address issues, and adjust the plan as needed. It’s a good idea to use collaborative tools and document sharing to make communication easier, clearer and, crucially, ensure everyone remains on the same page.
Don’t forget to regularly communicate progress to your team, too. Positive news is always welcome and helps to lower stress levels.
Be a good delegator
Micro-managing or trying to take on everything yourself will work against you in the end. Instead, give team members the space and autonomy to complete their tasks, but be on hand when needed.
The four most common pitfalls in managing tight timelines
Overloading the team
Pushing your team to the limit to meet deadlines will only lead to excessive stress and decreased productivity. When delegating tasks, you must consider the capacity of each team member to maintain morale and efficiency.
Scope creep
Scope creep – the gradual expansion of project requirements – can totally derail your schedule and see lead time rapidly evaporate. Resist adding non-essential elements and stick to what the request for tender is actually asking for. If changes are indeed necessary, then make sure to carefully assess their impact on your schedule and available resources before proceeding.
Poor communication
It sounds so obvious, but a main cause for a poor government tender submission is not making sure that everyone is very clear about your expectations. Similarly, a failure to ensure everyone is informed about any changes or delays will also impact tender outcomes. Make sure to check in regularly to gauge progress rather than assuming a ‘no news is good news’ stance.
Not seeking expert assistance
Government tenders can be incredibly challenging. If you’re not familiar with how to project manage the considerable workload that comes with trying to win that all important contract, then seek the help of a professional tender writer sooner rather than later.
How the team of tender writing experts at Proof Communications can help you
For almost 25 years, Proof Communications has helped hundreds of businesses win many millions of dollars in valuable government contracts.
If you’d like assistance with your tender submission, then don’t hesitate to get in touch today or call us on +61 2 8036 5532 or 0448 566 377 and we’ll be happy to help.