The Tao of tender writing
By Jack Raffin, Tender Specialist, Sydney
Let’s try and find some calm here.
Maybe you’re nervously waiting for those RFP docs to drop. Maybe you’re already knee-deep in a tender or two. Or maybe, you just need a moment of calm, regardless of today’s agenda.
Bids can be many things: messy, musical, adventurous, stressful—but once it’s underway, and taking shape, and you’re starting to come down from the adrenaline rush, and it’s now into the evening and you’re doing the final polish, and never mind that, now you’re almost finished uploading the final submission, and: phew. Bids are very rewarding things, too. Especially if you're writing to win.
Still, maybe right now the stress is too much.
Worry not. Here is the Tao of Tender Writing, guided by words of wisdom from Bruce Lee. Today’s blog post is a space for you to reflect, meditate, sketch out a tender response, practise karate chops, or maybe jot one of these quotes onto a sticky note for your computer monitor.
Wait. So, what is the Tao of Tender Writing?
This is (maybe) a new way of life for you now. And a new approach to your role in a bid team. It is about moving beyond the act of answering questions on the page. It is about elevating your presence during a bid, with a calm and concentrated soul. It is about being mindful, peaceful, and yet, fully awake and aware. It is about using this new mindset to help craft a clear and evidence-based tender response that will speak to evaluators in a more natural and compelling way.
Breathe in, breathe out. Wax on, wax off. Read on, young grasshopper.
Empty your mind. Be water, my friend.
Don’t get me wrong. First of all, be prepared. Be very prepared. Read through all your RFP docs. Blueprint your responses. Know who’s doing what and when. Know the importance of being organised, prepared, and setting up a solid tender management plan.
Now, breathe in. Breathe out.
Not everything will go to plan. Your plan will be a solid foundation to fall back on but don’t be so rigid that you’ll break your own back fighting against forces of nature, personalities, and time. Like Bruce Lee says, notice that the stiffest tree is most easily cracked, while the bamboo or willow survives by bending with the wind.
But what if I’m not getting a response from this stakeholder? What if this content still isn’t drafted? What if it looks like we’re not going to make that first review date?
Empty your mind. Don’t be rigid, be water. With a head full of questions and worry, you will not be able to hear the answer you hold within. Know that you can’t plan for everything, but with a calm mindset you’ll be prepared for the next move. Going with the flow doesn’t mean just laying there, it means knowing how to move with the currents, and ride the next wave with momentum.
The extraordinary aspect of tender writing lies in its simplicity.
Well, Bruce originally said this about martial arts. But walk with me, young grasshopper.
Because aside from being compliant, getting to each response requirement, and keeping to the requested format and page limits, and so on, it’s also key to keep it simple.
Use plain English in your tender response [link to a blog about this]. Be clear and concise. Avoid jargon and overly complicated sentences. Get to the point.
In providing simplicity, you can make it easier for evaluators to find the information they need and to understand your proposal. For in simplicity, comes understanding, and with understanding, perhaps, the path to a winning bid response.
As you think, so shall you become.
This is for those thinking they can get away with copying and pasting content from previous bids. If you think generic, you’ll read that way, and so, you shall become generic.
As discussed previously on this blog, this can be a way to lose a tender. Instead, think like a winner, and become a winner. Tailor every part of your response to the specific needs, objectives, and criteria of the returnable schedules.
Bruce also said that the key to immortality is first living a life worth remembering. So, keep that in mind as you’re drafting your tender response: tell a compelling story, something worth remembering.
Craft your writing within a structure that follows a logical flow, avoid dry overworded information, and weave an engaging narrative that aligns your business with the needs of the project.
Knowing is not enough, we must apply.
We’ve heard it all before:
“We’re the best in the business”
“We’re a trusted company.”
“We’re a safe pair of hands.”
It’s not enough ‘knowing’ you’re the best. Prove it. Draw from your knowledge and apply it in a meaningful way, rather than making generic claims.
A tender response can be a unique opportunity to demonstrate the valuable knowledge and experience you have developed over time, and how it will benefit the project or client. This can come in the form of past projects, statistics, case studies, and testimonials.
Be happy, but never satisfied
Know that there is always room for improvement. Say, right now. Finished with the big tender response? Converted it into a PDF and everything? Feels good, no? Happy? Great. But don’t be satisfied. Don’t get too comfortable. Keep that champagne in the fridge for a bit longer. There’s probably something else here.
For starters, always review and proofread everything.
In your final close-out of all documents, be happy, but never satisfied. Give everything a final proofread, spelling and grammar check, look for broken links and section references, double-check those appendices. A simple mistake can negatively impact your final submission. It can make you look pretty unprofessional, at least; it may even lead to a non-compliant bid, at worst.
Remember: Knowing is not enough, we must apply. Willing is not enough, we must do. Go out there, young grasshopper, and put into practice what you have learned.
Crafting standout tenders requires more than putting words on the page. Tender Plus Consulting helps you rethink your approach through:
Strategic Planning: Pinpoint strengths and build a compelling narrative for your bid.
Tailored Solutions: Highlight what sets you apart in your sector.
Expertise On Hand: Our consultants ensure your bid presents your value clearly and persuasively.
Ready to develop a winning bid? Reach out to Tender Plus Consulting.