One of the main challenges of bid writing and delivering any kind of submission is having an endless supply of accurate information. This task is never complete, but done properly will enable you to focus on developing quality bespoke content for each pitch, rather than searching for material you know you have written before, but can never find when you need it…

I speak from bitter experience on this subject, because I know how tedious it can seem to go back through submitted bids to strip out and archive good content for the future. However, I have also wasted many an hour under a lot of stress sorting through previous submissions for golden pieces of information.

Generic information which is asked for time after time

There is much standard information grouped into business functions which is requested time after time. The more you do to organise this, the easier your life will be.

This information includes (but isn’t exhaustive):

Organisational information

such as certificate of incorporation, company number, VAT number, registered address, number of offices, description of services provided. Review and update annually.

Finance and accounts

(always worth getting annual statistics on turnover by sector and service as well, if you want to be ahead of the game). Review and update annually.

Quality management

Including QA certificates, standard text on approach and process, implementation and non-conformance, and complaints procedures. Review and update annually. Speak to the QA manager following any audits.

Health and safety

Including H&S certificate or relevant procedures and systems. It is definitely worth getting your head around CDM regulations if you are a bid writer/manager working in the built environment. The roles and responsibilities are different and this has an implication for the information required. It is also worth noting the CDM regs will be changing again in 2015, with big implications for architects.

Review and update annually and keep up to date with any changes in regulations, so you can speak to the H&S manager about them

Environment

Such as an environmental management certificate or similar processes and procedures. Try to also to gather information which demonstrates the effectiveness of initiatives. Also, if your organisation is involved in designing and delivering BREEAM-accredited buildings, you can never have too many case studies on how the grade was achieved and what the quantifiable outcomes have been.

Review the standard information annually and produce case studies on an ongoing basis.

People

This information can be wide-ranging, including Investors in People, policies on a range of issues from recruitment to development, staff numbers cut by grade and staff turnover. Best to make good friends with your HR team and ask them to provide a range of information on a regular basis.

Review and update annually

Discipline-specific information

Such as design approach or approach to planning construction projects. This information will be guided by quality management processes and will be available within the business. Ensure you are communicating it accurately.

Review and update annually and be aware of any updates or changes

Bespoke ‘golden nuggets’

This is the information which is created specifically for certain bids and other submissions. It is generally technical in nature and takes a while to produce. Examples can include ‘added value’, ‘BREEAM’ or technical approach, but again, this list isn’t exhaustive.

When the submission has been completed, go through the bid and strip out this content and archive it in a separate Word document. The most simple approach is to create one document with an index of the questions, along with the responses. This will enable you to quickly search through in future and will also provide you with a boilerplate or ‘starter for ten’ for those last minute submissions.

Again, this information can be reviewed annually or more frequently and updated with fresh content or examples. Always key to these questions is the quality of evidence provided to support your claims. Make sure you speak to your technical colleagues to know what is happening on projects.

Please get in touch with me if I can help you develop a standard information library for your business.