By Zoe Webber, Tender Specialist, Brisbane

A key part of the tender management process is ensuring that each response schedule addresses the requirements of the tender and the client’s needs. Having a structured and thorough review process is where core issues are identified and is a useful tool to motivate content contributors and ensure documents are progressing in line with the submission date.

Anyone who has worked on a bid team knows reviews can often be a long and arduous process, so they must be carefully planned and communicated across the team to make them as efficient and effective as possible. Below are 5 Tender Plus tips to streamline the tender review process:

1.      Agree the review process early

Ideally at pre-bid or at tender kick-off, bid managers and the core bid team should set out and agree on the tender review process. This includes deciding how many stages (bronze, silver and gold) are appropriate to the timeline of the tender, the key dates for these reviews, and the requirements for each stage. For example:

Bronze – overarching strategy identified, each response schedule structured/blueprinted, and any perceived gaps or issues identified.

Silver – 80% of the response drafted.

Gold – 95%-100% complete with only minor inputs or editing required.

In some circumstances, depending on the timeline or progression of the tender, a Platinum review may be required.

2.      Ensure the review process is communicated across the entire tender team

Once the review process is decided, an email should be sent out to the entire bid team (leads, content contributors, reviewers, senior management, etc), which defines key dates, expectations and instructions relating to the review. Here you should explain whether leads and contributors will need to be out of documents for the review, or whether they will be allowed to work in Master versions of the schedule.

Communicating this process early puts responsibility on content contributors to deliver and creates greater accountability. It is also important to have a clear escalation point if schedules are not progressing, or if any significant hurdles to submission emerge.

When the review is final, once again communicate this with the team along with any instructions for managing any review feedback and resolution of comments.

3.      Limit the number of reviewers

Sometimes there can simply be too many cooks in the kitchen, especially when it comes to reviews. Tender Plus usually recommend no more than 4-5 reviewers per schedule, as too many reviewers stall the review process and create bottlenecks in the bid process.

To deliver the best possible feedback on the response document, it is integral that all reviewers are well-positioned within the organisation, have the technical knowledge required to adequately understand the solution, and are well across the strategy. Ideally, a reviewer is not also a contributor to the document, as it is better to have fresh eyes over the schedule.

4.       Ensure there is adequate time to review

Depending on the complexity, size and duration of the tender, a review period can vary from one to five days. Be sure that reviewers block out adequate time to review and ensure that there is adequate time left to address any comments that emerge. To this end, be sure that reviewers are not across too many schedules, as this could create a significant bottleneck in the process.

Reviews shouldn't be undertaken via a meeting or video call, as it can be an inefficient use of time and energy.

5.      Reflect on the review process

Like any process, it takes experience and constant reflection to develop a robust review process. Post-review meetings are an effective tool for analysing how effective the process was, and what can be improved on for future reviews.

A standard approach to post-review meetings includes inviting leads and content contributors to reflect on the review commentary and suggested changes in their own time after the conclusion of the review.

A robust review process does not happen overnight and takes considerable effort to simplify and make it effective. We hope these 5 handy tips to streamline the tender management review process have been insightful, and that you may find ways to utilise these in your organisation.