How do you handle filing the bid-specific but onwardly useful information? We’re not talking about the content here, but case studies, CVs/bios, and pricing examples that you might not use every time, but provide key information next time you have a bid in the same sector.
Are you the “save everything down” team, or the “tender database” team? Having worked in both team types, there are positives for both approach.
Some firms saved the full bid after submission, in SharePoint or other online repositories. We could search basics, such as the sector, business lead, and work area (as long as they’d originally been saved correctly of course!), but could not ‘search inside’ the tenders to know if they included specific peoples’ bios, or specific case studies when you were looking for something in particular. Unless you’d worked on the tender, you were going in blind. You might be searching through tens of tenders to find the one bio you need, or relying on others in the teams to give you pointers on where to look for certain information. On the flip side, the positives were that when you opened the tenders to search for information, you might find something else that you wanted to use, or spark another idea.
In contrast, at a different organisation, we saved down all the case studies and bios in dedicated folders following every bid. The case studies were saved with the client name, sector and other tag words in the file name. Short and long versions were saved into the same file, so you always had an option depending on word limits etc. Bios were saved firstly in office location folders, then alphabetically by team member, and again with the client name, sector and date in the file name. Yes, it meant we sometimes had 50 bios for one person, but they were all slightly different – vital when you are searching for specific industry experience. With pricing, we had example fee menus saved for the various work areas which – although they were always tailored to the client and the project – gave us a starting point, rather than a blank page or hunting through hundreds of tenders to find examples.
This approach meant that the next time we had a property bid for a technology client, for example, we could quickly identify the latest, most relevant, bios for the required team members, the most relevant case studies, and ideas for pricing. All saving time in drafting and input from SMEs.
Whichever direction your team takes, the most important factor is to properly share how your system works/should be used, and to give training to any new starters or other teams on where to find information. As with most tools, they only work if we know how to use them. And while you innately build up a knowledge base in your head over time, and will know where information is stored, new starters or those in linked teams do not have that knowledge. Share the love!