I `love a well-structured umbrella bid process as much as the next bid professional. However, when working with technical teams and engaging with internal stakeholders regularly for the greater good (the good being a high-quality bid submission in this instance), I have often engaged in what I like to call “micro-processes” within that larger bid framework. These consist of applying an individual strategy with each technical expert to ensure we jointly achieve the best result.
Even though it is important for technical stakeholders to have a broad understanding of a bid process, key gateways and why we, as bid professionals, ask the type of questions we do, there is not a “one size fits all” approach when working with them. The high-scoring bid submissions will always have the competitive advantage, whether through robust project evidence, meaningful statistics or client testimonials that all point to you being the supplier of choice. Of course, none of these elements would be possible without the expertise and collaborative input of your technical teams.
It is important, particularly as a bid writer, to establish the most productive way to obtain these winning elements. These micro-processes do not need to be complicated, formal or overly structured. Instead, they should be grounded in strong communication, allowing the technical expert to fully buy into the importance of carefully crafted bid responses.
More often than not, it takes practice and a bit of trial and error to find the most productive way of engaging with internal stakeholders. We need to assess their communication style, time constraints, client knowledge and general understanding of bids.
Some stakeholders prefer interview-style techniques, offering fantastic client insights that can be woven into the bid over a quick cup of coffee. Others favour a bid professional’s comments on a document that they can take away, reflect on and respond to accordingly (all within a reasonable bid deadline timeframe, of course). Some internal stakeholders even prefer more formal processes such as diarised workshops and storyboard sessions to get the most out of bid engagement.
It is important to establish communication preferences early on, whichever method(s) an internal stakeholder favours. Just as a bid professional supports the strategy and approach of the bid from the outset, it is equally vital to ascertain how best to liaise with technical stakeholders – and to retain the ability to adapt if the approach is not working or if their external factors change.
Finding a rhythm with stakeholder engagement is significant. Finding a realistic rhythm is far more valuable for achieving positive bid outcomes.
Bella Stevenson
Bella started her career in bids over 16 years ago, coordinating EMEA-wide bid submissions for a recruitment consultancy. She has been working as a Bid Manager for 12 years in sectors including the built environment, facilities management, security, dentistry and the E-mobility sector. She enjoys collaborating with technical teams to build win themes, install best practice and develop creative thinking to win more contracts.
