The tendering shortcut you need to know
Preparing submissions take time, and it’s even more challenging if you’re in the midst of multiple bids. As people who have worked on tenders big and small, we’ve noticed what successful teams do to slash their workload. One of the most effective strategies we’ve seen is building a comprehensive tender content library, as it makes it easier to pull together responses every time. A well-maintained tender content library can be a real time saver so if you haven’t set one up yet, here’s a straightforward guide to get started.
Understand what you need it for and how you plan to use it.
It’s important to have a clear vision as to how you intend to use the library, as opposed to how you think it’d be utilised in theory. How do you see yourself using it in the middle of a live bid? Are there documents you expect to use more often? For example, responses that constantly get rewritten such as insurances and organisation history. These answers will help you prioritise content that will deliver immediate value to you.
Determine what belongs in your library
Another important element to consider is the level of information you want included. For instance, some teams are happy with a repository of previous submissions, while others maintain and ongoing and regularly updated list of project case studies, CVs and even exemplar responses that are reusable across submissions. This clarity will determine the structure and volume of your library.
Create your library
Once you have an idea of how the library will best serve you, the next step is to start organising your content. Think about where all documents are going to be housed. Think about how to best structure your folders. What works best? Also, decide on a simple naming convention so files are searchable in seconds.
A well-structured library should also allow someone unfamiliar with the content to locate relevant material without guidance. Ensure you set a high quality benchmark for your library by only storing the best submissions. If you’ve gone down the route of creating exemplar responses, ensure they’ve been approved prior to inclusion.
Keep it current
A content library is only useful if it is kept updated. Periodically refresh your projects and update your responses for relevance. Also, remove all outdated materials that are no longer fit for purpose. It’s also worth establishing a simple process for adding new content or edits, so nothing slips through the cracks.
On a last note, it’s really important to remember that your library does not need to be perfect from day one. After all, from what we’ve seen, some of the most useful libraries have been expanded over time.
If you’re keen to learn more about tender content libraries, be sure to check out Content libraries save time and effort and How to build a tender content library when you don’t know where to start.
In need of some tendering support? Here at Tender Plus, we live and breathe tenders. Get in touch with us today, we’d love to help.