5 tips for juggling multiple tender schedules

Ryan May, Tender Specialist (Perth)

Trying to manage multiple returnable schedules might drive you crazy. When I first entered into the world of tenders I certainly found the prospect daunting, and I still sustain a healthy paranoia that drives me to triple check whenever I think I may have forgotten something. But I don’t hate the idea of working on multiple returnable schedules. The ability to flit between different topics can be a source of relief, especially if you find yourself mired in one schedule for hours on end.

There are a few tricks to switching to this mindset, and they’re all based in managing your time and responsibilities effectively. Regardless of whether you’re tasked with tender management, tender coordination or tender writing, the following tips will help keep you cool and collected as you stretch between multiple returnable schedules.

1. What are the priorities?

When a bid begins and your workload is made clear, your first step should be to talk to those you’re working with to determine which schedules have been made a priority, if any. This is best done in an early meeting, such as a kick-off or initial stand-up where you have access to the input of everyone involved. Ask questions about deadlines to find out if any schedules need to be completed before or after others, and why.

You might frame these questions by saying:

• If schedule X is dependent on schedule Y, what is the deadline for schedule Y?

• I know it’s important to you that you see the formatting for the executive summary early on – can we shift gold review for this document to an earlier date to facilitate this?

• The turnaround for this tender is tight. Do you think we should focus on two reviews instead of three and shift review dates accordingly?

There can be a myriad of reasons but understanding the when and why behind deadlines will help you to plan and enhance your ability to overcome problems you may encounter. After all, it is difficult to develop a solution without a complete understanding of the problem.

It should also be noted that you will be able to find deadlines in the tender management plan (TMP), a live document that should be regularly updated and referred to. Should deadlines change, whether for certain schedules or the tender as a whole, this is where these changes will appear.

2. Who do you need to collaborate with?

Identify who you need to work with to complete the schedules you’ve been assigned. It’s a good idea to ask about this in an initial stand-up meeting if it isn’t brought up.

You should also check the TMP for information on who has been allocated to each schedule. A robust TMP will outline SMEs relevant to each schedule and their contact details to make it easier for tender writers to gather the information they need to develop content. Note down the names and contact details of the people you’ll need to talk to and ask about any leave they might be taking. You don’t want to wind up unable to interview or workshop with a subject matter expert (SME) because they’ve left to go on holiday!

3. How will you deliver?

Now that you’ve gathered the basic information you can plan your approach. Assess your workload and the deadlines you have to work toward. Do any schedules inform one another, and how?  Map out which schedules you will work on first versus those you will work on later. If you need to interview or meet with anyone to workshop and develop content, schedule these meetings in now. The earlier you are able to meet with people, the easier your job will be.

Importantly, don’t forget that you are only human. If you know that the workload you’ve been given is beyond your ability to deliver on, talk to those above and around you to see if there’s a way to shuffle what you’ve been allocated or to get assistance. Addressing this issue early will make life easier for everyone and will contribute to the tender’s overall quality in the long run.

4. What are you working on again?

It can be easy to neglect a schedule, particularly if you’re working on a lot of them. While it can happen that you immerse yourself too deeply in some schedules at the cost of others, I often find that situations where you are waiting on another person to add content or provide information are even more problematic. With your hands tied, you are forced to turn your attention away, increasing the chance that the schedule will be neglected should the person you are waiting on take too long.

To avoid this, you need to be both vigilant and unabashed. Give others time to make their inputs, but if they are taking too long, check in on them. Find out when they plan to make their contributions and hold them accountable. It’s up to you to remind them to appreciate that you also have contributions to make and that you need an appropriate amount of time to make them in.

Developing a system to remind yourself of what you’re yet to do will also help to prevent schedule neglect. While regular stand-up meetings are particularly good for this (they should be held at least once a week), I also recommend:

• Using sticky notes or calendar entries to remind you of important tasks you are yet to complete, and

• Writing up a to-do list each morning.

Everyone works differently, and these methods may not be right for you – try a few different things until you find a method that suits you.

Of course, referring back to the TMP on a regular basis is essential. Not only will it help to keep you grounded, but it will also keep you across any changes to schedule requirements as a result of addenda or client needs.

5. Where did that come from?

It is a good idea to take a look at addenda as they are published to identify changes that affect the schedules you’re working on as well as changes that affect other schedules. The nature of tenders means that all schedules are connected. As such, there is value in peering into other schedules, as changes in one schedule may have repercussions for another. By keeping on top of these changes you not only increase your ability to adapt but also pave the way to use your knowledge to assist others working on different schedules should they ask for help.

Follow these tips and you’ll find yourself not only coping but enjoying work on a range of different schedules and the challenges they each present. Of course, if you find yourself in a real bind, you can always reach out for help from Tender Plus. Armed with our expert knowledge, we provide tender consulting services that include tender support, tender writing services and tender bidding strategy. Don’t hesitate to get in touch! We’d love to hear from you.

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