There is always a way forward, even if it isn’t immediately apparent
What are the Tender Plus team members really like? Well, we asked them to fill you in.
Meet Ryan May, Tender Specialist (Perth)
What's the most rewarding part of consulting as a specialist on tenders?
Nothing beats the recognition received from clients and coworkers after submitting a tender, particularly if it has been a difficult job. Knowing that we made a considerable difference in boosting the quality of our client’s submission, and being seen for the value we have brought, is an extremely rewarding feeling. Even better is hearing about the client’s tender win later down the track and then receiving a new job from the same client when the next project comes around.
How do you adapt to the different subject matter that you deal with on a day-to-day basis?
When I find myself struggling to shift gears my first port of call is to go over the notes I’ve made relevant to what I need to be doing. I’m always recording and sorting important information, and this kind of organisation tends to pay off. If I’m still a bit hazy then I’ll reread the requirements of the schedule I’m working on as well as relevant sections of the tender documents. I find this is a great way to ground myself in the project of the moment and helps me to recall the last few things I need to remember.
More often than not I find it beneficial to have the ability to shift between different topics on a regular basis. Tenders involve a lot of planning, discussion, reading and writing, and it can be easy to get mired in a schedule for so long that your brain starts to feel like hot wax. Being able to switch between multiple tasks on a day-to-day basis keeps my mind flexible so that when I do need to knuckle down, I retain my focus for longer.
What's the best tip a mentor or colleague in the field has given you about tendering and why?
Do what you can. This has stuck with me because though it appears simple, there are layers to this message. For example, sometimes it can feel as though the weight on your shoulders might just fold you in half. We can all use a reminder from time to time that we should never feel responsible for things outside of our control. Do what you can – don’t kill yourself trying to do what you can’t.
You can also look at it from another angle. Do what you can – everything you can do, you should do. I think this sentiment of not holding back is reflected in everyone who works at Tender Plus. Everyone on the team is always doing everything they can to make every submission is the very best it can be. By working meticulously and analytically we ensure our work stands out from the rest. We do what we can, because we care about the quality of the work we produce.
Coffee or tea? (Discuss)
I think you’ll find a good chai latte is the superior choice, however if I had to choose, I would choose both – the former in the morning and the latter in the evening. Though I find myself drinking decaf more often than not, because the caffeine starts the shakes, and then I’m climbing the walls…
What's the most important quality that you think you bring to the bids that you work on? Why?
It can be difficult to assess your own strengths and weaknesses, but I would argue that I bring value to the writing element of every bid that I work on. I find writing to be rewarding, especially when I manage to grasp the perfect words to convey the client’s message in a persuasive, engaging way. Editing is something else I excel at. It can be a calming exercise if you let it, steadily traversing through a document, picking out errors and inconsistencies and stitching the words back together. It can also be stressful – coming across a section with no inputs late into the piece is never a fun surprise, but at the same time writing up this section under such tight timeframes is its own kind of challenge, and yes, I’d even say it can be fun!
What's it like being part of the Tender Plus team?
For me, it’s waking up, realising I have work today, and smiling. From the moment I started at Tender Plus I was surrounded by a team who are incredibly supportive of one another, passionate about what they do and thoughtful and thorough when they do it. I have never felt as though I couldn’t speak to someone if I needed to, whether they be in the Perth office or over East, and I can confidently say that if I was encountering any issues I would have the full support of my superiors and colleagues. Everyone works incredibly hard and with impressive drive, because the standard that Tender Plus sets is the standard we all embody. The team is thorough not because they have to be, but because it matters to them that they are. Everyone cares deeply about the quality of work that we provide. Knowing that I work with these people on a daily basis is an amazing feeling.
If you could immediately change one thing about tendering that would make the discipline better for everyone, what would it be?
I would make its existence known to the greater public! Of the six people I asked who work in tendering, only one had pursued it as a career. For the majority, tendering was something they fell into (including myself). Had I known about the profession sooner I certainly would have focused my studies toward it. I think the field would benefit greatly from more attention. The more people we involve, the faster the field can grow. Just think about the novel approaches that might be introduced and the innovative tools that could be created by those who, right now, don’t even know that tendering is an industry. Perhaps we need to start handing out fliers…
What are the top three tips you would give to a client about writing a tender?
It’s never too early to start on a tender. Realistically, you should start before the tender is even released. You want to give yourself the maximum amount of time to work on a tender, because the longer you have the better your submission will be. Plus, you reduce the risk of any stressful last-minute changes!
Stick to your deadlines. Don’t let things get pushed back if you can help it, and don’t expect that due dates will be extended. As soon as you start working under the assumption that you have more time, and you’re wrong, you land yourself and everyone else involved on the tender in a world of trouble.
Communicate with your consultants regularly. It can be hard for us to work when we aren’t provided direction, or if questions remain unanswered for days at a time. Organise weekly stand-ups and check your emails – help us to help you.
What's the funniest word, phrase, or acronym you have seen in a tender?
DIP – it makes me think of chips and dip every time I hear it. Or taking a dip in the pool. A bit jarring when you then have to bring your mind back to the serious business of tendering.
"We came a close second." Thoughts?
While the sentiment is nice, in that you want your team to know their work is appreciated, ultimately there’s no such thing as a ‘close second’. In tendering, if you don’t win, you lose. There is no prize for second. Further, you don’t want to be planting the idea that ‘second’ is a worthwhile position to shoot for in case it shifts the goalposts of your team. Aim high! Put in your 110% and win the tender. Don’t let yourself be content with a loss. Instead learn from it and use that knowledge to outperform the competition next time.
What's the word you never want to see used in a tender again?
I don’t know that I’ve found it yet. ‘World-class’ is certainly a contender – when everyone’s solution is ‘world-class’, who cares? – but I have a feeling that there’s another word out there waiting to jump me. If you hear a scream in the distance, you’ll know it found me.
What is your favourite sector to tender in? Why?
Currently it would have to be construction. There’s a certain type of joy to be had in seeing future infrastructure and knowing that you get to have a hand in not only making it possible, but ensuring that it’s the best it can be. Knowing that long after the tender is finished and the construction is complete that the end product will continue to have an impact on people’s lives is very rewarding.
Cat person, dog person or other? If other what?
Cats all the way. Sorry dogs, but you’re slobbery, loud, and require a lot of attention. Cats are like the dishwashers of pets – you give them a bit of food and love and then they take care of themselves. I mean, they’re literally self-cleaning!
How do you describe what you do for a career? (Serious or funny)
With considerable difficulty. I know I can ramble, so anyone who makes the mistake of asking is often trapped in my explanation, which I think is fairly superficial but which probably goes into greater detail than is needed. If I’m feeling merciful, I might just say something vague about professional writing for businesses. It is not often that I feel merciful.
Why do you think that you thrive under pressure? What make you so resilient?
I think it’s my ability to regroup quickly. When things get difficult or stressful I like to take a step back and put things into perspective. I ask myself, what is the real impact of this event? Often it is not as significant as it may seem in the moment. I think this is also helped by the fact that I make sure I’m prepared for whatever is coming my way. I keep my notes organised and refer back to them when I need to. This also then lends me a lot of confidence that a solution will be found, whether that solution comes from myself then and there or from a discussion with the team. I am a firm believer that there is always a way forward, even if it isn’t immediately apparent.
"It's all about the price." Thoughts?
I understand why it’s said, and I recognise that, yes, price can hold a substantial amount of weight when it comes to winning a tender. We’re all only human, and I still remember trying in vain to bring the cost of my bathroom renovations down. But no, it’s not all about the price.
When the submissions arrive and the top three contenders are priced so closely they might as well be siblings, what differentiates them then? That’s assuming that price really is the priority. What if the tender is being judged on ability to deliver within a certain timeframe, or on innovative approaches? There are so many facets to a tender that you can forget when you decide that price is everything, and this can be a costly mistake.
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