How to communicate on winning tenders.
Written by Ryan May, Tender Specialist, Perth
I have heard many tenders be described as ‘beasts’ and it is this metaphor that comes to mind when I think of the role communication plays in creating a winning tender. If information serves as the lifeblood of a tender, then communication acts as its arteries, vessels and capillaries. Without them information cannot flow, and it simply isn’t possible to keep a tender alive.
It is important to note that the quality of communication across the tender will directly impact its health. Where poor communication leads to misunderstandings, errors and potential cases of non-compliance, strong communication improves efficiency, compliance and quality.
To keep our tenders healthy and thriving we need to master communication. Below are the three most important tips to keep in mind when communicating with others on your tender.
1. Don’t leave them hanging
Most people can attest to the frustration of sending an email, only to receive a response days or weeks later (if you’re really unlucky, you may not receive a response at all!). Often at this point the information you receive is no longer relevant and you are forced to waste time sending additional emails to clear up confusion or to get new information relevant to the current state of the tender.
To avoid these situations, you should aim to respond to an email within one to two business days of receiving it. Similarly, if you’re waiting on a response from someone and they don’t reply within this timeframe, it is a good idea to follow them up with another email or, if they’re particularly non-communicative, a quick phone call. This is common business practice and will help increase the adaptability of your tenders to changes (whether they be internally driven or due to addenda) while maintaining adherence to deadlines.
2. Be comprehensive and clear
It can be easy to respond to someone with a quick email and not much thought. In the case of many minor issues and simple questions, this approach is viable. However, it pays to take a moment before you write up a response, particularly for more complex issues and questions. Think about the problem being brought to your attention and consider the bigger picture. Why is this problem occurring? How does it affect the tender submission on a broader scale? Will other people need to be contacted to help address the issue or to alter the submission to accommodate a change? By taking this time you ensure that everyone who is affected by the email is made aware, protecting the integrity of the tender.
Consider also how you will relay this information. In some cases, it may make sense to create a table to increase the clarity of your message, such as if you’re relaying a weekly update on how each schedule is progressing. Visual elements like tables help to convey information such as schedule leads, deadlines and actions clearly and succinctly.
3. Respond with kindness and empathy
A lack of empathy and kindness between people leads to breakdowns in communication. Who wants to organise a meeting with someone who is likely to be dismissive of their ideas, or in extreme cases, someone who may belittle or berate them? In a tender environment these communication failures can be disastrous, causing errors such as the inclusion of incorrect information, missed deadlines and cases of non-compliance.
Regardless of whether you’re working with internal employees, external consultants or other businesses, it is essential that you approach others with an attitude of kindness and empathy. Not only will this foster communication, it will facilitate more intelligent discussions and the flow of better ideas. When people feel understood and valued they endeavour to do more, and so a tender built on kindness and empathy will be more robust, exhibit greater innovations and demonstrate superior value.
The importance of communication cannot be understated. Tenders need to be discussed to be constructed and improved, and if you are effective at communicating you will have a greater impact on the calibre of your submission. Keep the above tips in mind, hone your communicative skills and you will quickly begin to reap the benefits.
If you found this article helpful consider exploring some of our other blogs, all of which contain useful advice on various tendering topics. Similarly, if you feel your business would benefit from tender support in the form of tender writing, tender coordination, tender strategy and more, don’t hesitate to get in touch! We’d love to hear from you.