Tender Writing - The Most Vital Step

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• When a Tender Writer commences their tender
  writing journey, whether that be as a Tender
  Writer Sydney, Tender Writer Melbourne or Tender
  Writer Brisbane, there is a single vital step
  that has the most significant impact over whether
  the tender writing submissions will be successful
  or not.
• Whilst it may sound cliché that step is Planning.

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• There are many ways of planning and just because
  a Tender Writer may complete what they consider
  to be their planning step, unless a few key
  fundamental elements are covered well, then the
  plan will not contribute to a better Tender
  Writing result.
• In this article, we dive into some obvious, but
  vital elements to your planning exercise, that
  are often overlooked.

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First things first

• In starting a plan for a tender writing
  submission, the very first thing a Tender Writer
  must do is read over the documentation pack in
  detail.
• Read this pack through twice the first time with
  a highlighter to identify all information,
  attachments, etcetera that will need to be
  included in the Tender writing response. The
  second reading should be slower and more
  methodical this time taking note of tasks needed
  to be completed or response sections information
  needed as part of the response and where you
  might need to get this information from.

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• The Tender Writer also needs to identify any
  information not available in the organisation, or
  parts of the project that which the responding
  organisation cannot directly service, and
  therefore, whether there are outside
  organisations that may be needed as partners on
  the tender writing response.

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• Whilst reading through the requirements, terms
  and conditions, the tender writer also needs to
  adopt an air of discernment, asking themselves
  whether this tender is a good fit for the
  organisation to even compete for.
• Given Tender Writing is a time-consuming process,
  this time represents a cost for the organisation,
  so it is important to consider whether the time
  is a good investment or whether the attempt to
  win this tender would be a long-shot.

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• In such cases, it is potentially not worth
  consuming the Tender Writers time when there
  could be better suited tender writing
  opportunities where that time invested has a
  higher chance of returning a worthwhile result.

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Collaborate

• Now that all the key elements of the response
  have been identified, the Tender Writer needs to
  determine which elements require a collaborative
  effort and who will be involved in the
  collaboration.
• This collaboration may take place between the
  tender writer and selected people or departments
  within the organisation.

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• The collaboration may also take place with other
  suppliers where the responding organisation needs
  to outsource parts of the solution, or purchase
  equipment from other organisations.
• Regardless of who is needed in the collaborative
  efforts, it is important to ensure management
  make all participants aware of the importance of
  the time-sensitive nature and garner their
  commitment to work cooperatively as a team for
  the best possible outcome.

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• During this phase it is also important to ensure
  all contributors to the Tender Writing response
  understand the part they play, the required
  timing, terms and conditions that may be relevant
  to that part, and that they allocate resources to
  assist a smooth Tender Writing process to
  maximise success potential.

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Make a Checklist

• Now that the Tender Writer has the marked-up
  documentation, notes and a clear idea of the
  collaborations required, the next step is to make
  a checklist.
• Working through the notes and the tender
  documents, the Tender Writer will make a list of
  everything needing to be prepared, information
  needed to answer responses and attachments
  required for the submission package.

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• Alongside this list, the Tender writer will add
  names of the party or person responsible or to be
  consulted with in order to complete the task.
• Next, the Tender Writer will work through each
  item and assign a due-date for completion, which
  will keep the Tender on track so it may be
  submitted on time. Usually this date should be
  earlier, rather than later, so that there is a
  buffer available between when all tasks are
  expected to be completed and when the tender
  will be submitted.
• This will allow for any unforeseen circumstances
  and allow time for a full review before
  submission.

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Utilise Reminders

• Armed with the checklist, the Tender Writer now
  sets about ensure all contributors have a clear
  understanding of their obligations and the timing
  required their contribution.
• The best option is to send tasks or event
  placeholders to their diary, regardless of what
  system is in use.
• These diary options should include both the final
  date that the information is required, and a
  suitable reminder prior to that date, which will
  remind them to start on that work in case it
  has fallen off their radar.

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• Every date should also be recorded into the
  Tender Writers diary as well so that the Tender
  Writer becomes the key coordinator and can be
  regularly checking in on contributors to ensure
  they are on track and have all available
  resources and information needed to complete
  their task.

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What else?

• There are, of course, several other steps that
  are vital to the Tender Writing submission
  process.
• However, by investing time at the start of the
  whole Tender Writing process, the Tender Writer
  is creating a solid foundation from which to
  build a solid Tender Writing submission.
• Having these things in place also reduces the
  stress of overwhelm that can be common for Tender
  Writers to deal with as the closing date nears.

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• Red Tape Busters have a large team of experienced
  Tender Writers who can manage the entire Tender
  Writing submission and eliminate stress from an
  organisations team, leaving them to focus on
  their core jobs which are the things they do best.

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