The top 5 critical assumptions to avoid when tendering
Ryan May, Tender Specialist (Perth)
Assumptions are appealing. They are fast and easy, and they allow us to make decisions based on the best knowledge we have. For example, when I am running late to a family dinner (and my phone fails to give me accurate directions) I am known to make the assumption that side streets trailing off in the direction of where I’m going will make for a great shortcut.
Of course, issues arise from the fact that the knowledge we base our assumptions on may be out of date or inaccurate. My ‘shortcut’ isn’t necessarily going to get me to dinner any earlier – in fact, such shortcuts often lead me down a labyrinth of back streets that leave me scouring maps on the side of the road when I might have already arrived had I managed to follow the original directions.
Similarly, in tendering assumptions are often more dangerous than they are helpful. It is important to avoid them where you can, and no assumptions are more important to avoid than these five.
1. The deadline is getting close, but they’re professionals - I’m sure they will fill this empty schedule soon
When working with clients that appear proficient and organised, it is a simple matter to convince yourself that they are on top of everything, even if schedules haven’t seen a single keystroke – and the silver review deadline is only days away. Don’t be fooled! It doesn’t matter how experienced, organised or capable a client may seem, we are all human. We are not immune to distraction, and the stress of our professional and personal lives can hinder our ability to recall tasks, even those with priority. Don’t hesitate to remind schedule leads of the status of their documents ahead of deadlines and the work that is yet to be done. Believe me, they’ll prefer being reminded before the deadline rather than after.
2. I’ve been waiting on this information for a while, but I assume it’s just because it’s taking a long time for them to gather the resources I need.
There is something to be said for patience in relation to correspondence with a client. Certainly, you should allow enough time for someone to prepare what they have promised you before you chase them for it, and this amount of time will differ depending on what is being asked for. But there is balance in all things, and you have deadlines to meet too. At the time of asking I recommend requesting a date or time when you can expect to receive what you’ve asked for. If this isn’t possible or doesn’t happen, allow a reasonable amount of time to pass, but then pursue them through emails and then phone calls if you hear nothing from them. They are just as likely to forget as anyone else, and if they experience changing workloads and priorities they may not communicate them properly, if at all. Communication is key in these instances and will save you long hours later down the line.
3. They will keep me in the loop when it comes to changes concerning how the tender is being conducted
You would think it would be safe to assume that the client would keep you updated on any changes to how the tender is being conducted. After all, how else would you be able to assist them effectively? However, even when working closely with another organisation you will still encounter instances where agreed upon processes change according to the needs and desires of one company, and such changes are not communicated. Should you attend a stand-up meeting where new directions are spoken about as though everyone understands and supports them, don’t be afraid to ask questions. It may be that a minor change to the process was made, and you haven’t received an update, or maybe a new approach to a schedule or plan has been requested that you haven’t been made aware of yet. By asking you ensure that you are on top of any changes ahead of time and not forced to catch up when the tender starts to gather momentum.
4. They are aware of how long it will take me to complete what has been allocated to me, and will plan deadlines accordingly
This is not always the case! Don’t hesitate to inform the client on how much time you will need to perform your part, especially if your work is reliant on input from others. By alerting the client to the timeframes that are needed for the work to be completed you help them to plan their own deadlines, increasing the chances that you are given the information in the time you need. Of course, it’s never a sure thing – but that is the nature of most tenders!
5. They realise that I do not have access to all their files and will act accordingly
This is another easy assumption to make. Those you are consulting may not be aware of your lack of access and may refer you to documents you cannot open. Let them know when you come up against these walls so that they can help you find a work around. The same can happen with leadership and even those you may have negotiated with originally. In the forge of tendering small details are prone to flying from people’s minds like sparks from the anvil. A soft reminder when you can’t follow a link or open a document should see you past any roadblocks.
Assumptions are easy to make, but they can be costly. When you’re in a position to ask questions or send reminders, it is always worth doing so. The earlier the better! Get ahead of deadlines and identify gaps early to prevent panic and disaster later down the track.
Feel that you’ve assumed you know more than you do about tendering? Tender Plus is here to help. We offer a variety of tender services such as tender management, tender coordination and tender writing, and our experienced staff are always eager to lend a hand. Don’t hesitate to get in touch – we’d love to hear from you!
If you enjoyed this article, you may enjoy some of our other posts, such as From compliant to compelling: 7 ways to elevate your tender response and 3 ways to communicate effectively in tender teams.