Neglecting Your Bid Library Could Cost You That Next Tender

We understand that bidding can be stressful. There’s a big effort to get the submission in on time and when you press the submit button, everyone breathes a sigh of relief. And then for most companies, they return to business as usual.

Avoid the temptation to ignore all that good content that has been created. It’s hard to do the housekeeping after a bid, but if you put the time and effort in – you will be in a better starting position for that next all-important tender and improve your chances of winning.

Having worked on thousands of bids, we know that a well-constructed bid library can make or break a bid under tight timeframes. As well as ensuring you have access to the most up-to-date information and create a consistent message to the market – having everything centrally located can make the tender process much more efficient, streamlined, and reduce the stress that often occurs when a bid lands.

So what are our tips for maintaining an efficient bid library? Once each tender is submitted, run through the following checklist:

  • Take the time to update CVs with any new contract/project/matter information (and remove old and outdated content)
  • Review team photos – did they look professional and consistent in your submission? If not, now is a good time to get some professional photography organised
  • Refresh case studies if new content was created, and make sure you pull across case studies that were newly created so you have a central repository for ease of access next time (long and short form versions of each case study is best practice, so you don’t have to go back to SMEs every time updates are required)
  • Add any new graphics to a central location (or if you don’t have one, create a place for all your recent infographics, org charts, images, flowcharts, etc). And review the look and feel – spend time to ensure they look similar and follow a similar theme that reinforces your branding
  • Extract any new or updated content into your bid library
  • Conduct a debrief with your team and put in place new suggestions / recommendations for the next bid
  • Review how the project was managed – did you build in adequate time for reviews and have the appropriate people lined up to review? If not, learn from the experience and work out a better process for next time
  • Can you repurpose the material? Good content might be useful for the website, social media posts, or capability statements. Think about how you can get the best value from the work that has already been completed.

Don’t rely on your memory to find previous bid content! It’s hard to remember under the pressure of a looming tender deadline, or when new people join the team. Pulling content from a variety of bids can also be frustrating and waste valuable time when you and your team should be focused on a winning solution.

If you need help organising and managing your bid library let us help. Whether you are starting from scratch, need an upgrade, or just want a fresh pair of eyes across your content, our team can guide you through the process.

GET IN TOUCH with our team today for a no obligation 15-minute consultation.

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