Tenders. Unfortunately, you can’t escape them. But if you have to do it anyway, you also have to pull out all the stops to win them. So, choose your battles! First of all, you should be at the table even before the formal tender goes out. Then you have influence. Next, choose the tenders that really suit your organization. Assemble the right team, deliver everything on time. A good system helps. Here’s how to do it.
Submitting a bid for a tender is quite an undertaking. First, tenders must be timely known within your organization, then it must be determined if all conditions are met, a project team must be assembled, a plan needs to be written, and all documentation must be submitted by the deadline, or else you won’t be in the running for the contract.
Good preparation is half the battle. Do you have an up-to-date list of the decision-makers who matter to your organization, and do you know their details? How strong is the relationship you maintain with potential clients? Do you know their key priorities when awarding a contract? If you have a clear understanding of the playing field, you can also ensure that tenders are known to you before they are published. This way, tenders will never just ‘come out of the blue,’ and you can already assess in advance whether the tender suits your organization: is the project in line with your strategy? Does it match your organization’s DNA? And how well is your organization positioned in the region where the tender is issued?
Documentation is crucial for the continuity of your business operations, especially in tendering processes. Often, the responsibility for tenders lies with just one or two people, so a well-maintained CRM system is a useful tool for smooth collaboration and proper handover. In Qare365, you can easily keep track of your contact lists, note the deadlines for tendering procedures, and carefully plan the necessary tasks to ensure that the crucial closing date is never missed.
Even if your tendering team consists of various disciplines such as the finance department, care professionals, planning colleagues, and the legal department, it’s convenient to have all information collected in one place. Employees can work together on the same documents and know what each other is doing. The built-in checklist in Qare365 ensures that no step in the tendering process is forgotten or, conversely, that no work is duplicated. Documents that are often reused, such as the Chamber of Commerce registration or the organization profile, are readily available in Qare365.
In this way, winning a tender is not a matter of luck but the result of good teamwork!
Jochem Dijs | +31 33 7122160 | jochemd@qssolutions.nl
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