How do you track and manage multiple tenders at once?

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Managing multiple tenders at once can be a challenging task, especially if you have tight deadlines, complex requirements, and different stakeholders to satisfy. However, with some planning, organization, and tools, you can track and manage your tenders more efficiently and effectively. In this article, we will share some tips and best practices on how to do that.

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Abdallah Masarwah

Commercial Manager/ Business Development / Operations / Project / at Seafox | PMP?

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Antonia Milczarek

Pitches und Ausschreibungen für Agenturen
Luis Gracia Adrián

Ayudo a contratistas a mantenerse al día, contratar más y gestionar sus contratos aplicando mi conocimiento y…

1 Define your objectives and criteria

Before you start working on multiple tenders, you need to define your objectives and criteria for each one. What are your goals, expectations, and priorities for each tender? What are the essential and desirable criteria that you need to meet or exceed? How will you measure your performance and success? Having a clear vision and strategy for each tender will help you focus your efforts, allocate your resources, and avoid confusion and conflicts.

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Abdallah Masarwah

Commercial Manager/ Business Development / Operations / Project / at Seafox | PMP?
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In my line of work, we received a few tenders a week, and I have found a great way of keeping everything on track is to: 1- Summarize the tender (include high level details of requirements, deliverables and deadline dates). 2- Register the tender into the centralised tracking log, with the required information. 3- Identify internal/external stakeholders who will contribute to the tender process and strategize on their roles. 4- Outline goals and objectives of the tender draft tender based on priority. 5- Monitor the progress of drafting the tender and make adjustments as needed.

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Luis Gracia Adrián

Ayudo a contratistas a mantenerse al día, contratar más y gestionar sus contratos aplicando mi conocimiento y experiencia como consultor y contratista.
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Cuando se gestionan varias licitaciones a la vez es vital que la carga de trabajo sea ajustada a los recursos disponibles para atenderlas. Si se detecta riesgo de sobrecarga es esencial tener mecanismos y "killer questions" para descartar ofertas y poder centrarse en las que tengan pronóstico más favorable o para las que dispongamos de ventajas competitivas. Un sistema o estructura será siempre capaz de asumir la elaboración de "una oferta más", por eso es importante ponderar hasta qué punto "una oferta más" supondrá una merma en la calidad del resto de las ofertas. Estar a todo es estar a nada. Por eso lo primero es ser conscientes de qué podemos asumir e ir calibrando esta capacidad continuamente.

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2 Create a tender calendar and checklist

One of the most important tools for tracking and managing multiple tenders is a tender calendar and checklist. A tender calendar is a document that shows the key dates, milestones, and deadlines for each tender, as well as the tasks and responsibilities involved. A tender checklist is a list of the documents, deliverables, and actions that you need to complete for each tender, as well as the status and progress of each one. You can use a spreadsheet, a project management software, or a dedicated tender management system to create and update your tender calendar and checklist. This will help you stay on track, monitor your progress, and avoid missing any important steps or details.

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Antonia Milczarek

Pitches und Ausschreibungen für Agenturen
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Absolute Zustimmung. Zu Beginn jedes Ausschreibungsprojekts eine durchdachte Checkliste zusammenstellen, um s?mtliche Aspekte zu berücksichtigen. Alle relevanten Termine sorgf?ltig im Kalender festhalten. Darüber hinaus plane ich jeden einzelnen Arbeitsschritt mit dedizierten Zeitbl?cken in meinem Kalender. Diese strukturierte Vorgehensweise erm?glicht nicht nur eine effiziente Organisation, sondern auch eine transparente Verfolgung des gesamten Prozesses.

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Fiona Kasili, PMP ?

Tender Management| Project Management| Contract Management| Energy Management| Digitization
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From my experience, it is important to create a Tender management portfolio/ Tracker. This ensures that at any moment you know what tenders you are working on, the stage they are at and who you expect support from (Design and Technical support, Procurement, and logistics etc). This list needs to have a summary of the project scope, expected submission dates, supplier lists and pending actions with action owners. It is also important to constantly check and update the list ensuring you can anticipate any possible hick-ups and escalate for support early enough to avoid any Tender submission delays.

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Luis Gracia Adrián

Ayudo a contratistas a mantenerse al día, contratar más y gestionar sus contratos aplicando mi conocimiento y experiencia como consultor y contratista.
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Un tablero tipo Kanban nos permite controlar fechas y cargas de trabajo mientras elaboramos distintas ofertas, permitiendo movilizar recursos y disponer de una visión amplia del calendario de entregas. El tablero puede ordenarse en función de tiempo o de tareas, dependerá del rol de la persona que lo opera. La herramienta Trello resulta muy intuitiva, aunque existen otras opciones como Bitrix 24, Asana, Monday, ClickUp, e incluso Notion. A tal fin resulta conveniente predefinir una serie de columnas y tarjetas que muestre el avance y permita gestionar eficazmente, además de comunicar con el resto del equipo.

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3 Communicate and collaborate with your team and stakeholders

Another key factor for tracking and managing multiple tenders is communication and collaboration with your team and stakeholders. You need to ensure that everyone involved in the tender process is aware of the objectives, criteria, deadlines, and tasks for each tender, as well as the roles and expectations for each team member and stakeholder. You also need to establish regular and effective communication channels and methods, such as email, phone, video conferencing, or online platforms, to share information, feedback, and updates. Moreover, you need to foster a collaborative and supportive culture among your team and stakeholders, where everyone can contribute, ask questions, solve problems, and celebrate achievements.

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Annamalai (Andy) Alagappan

Director at Strategic Planning Co. | Data-driven Project Control Specialist | Podcast Host - "Yarns with Andy" | Helping construction companies deliver with confidence | Planning intelligence
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In the high-stakes world of tenders, keeping everyone in the loop is crucial. Stakeholders and team members need a clear picture: project goals, evaluation criteria, deadlines, and the tasks on their plates. A central information hub might be the answer – a shared drive, project management software – something that keeps documents, updates, and feedback flowing freely. Regular meetings (virtual or real-world) keep everyone on the same page and allow for open discussions. Collaboration is key. Team members and stakeholders bring valuable expertise and insights to the table. By fostering a culture of open communication and teamwork, we build a powerhouse team that crafts winning proposals. Transparency and collaboration are key!

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Luis Gracia Adrián

Ayudo a contratistas a mantenerse al día, contratar más y gestionar sus contratos aplicando mi conocimiento y experiencia como consultor y contratista.
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La combinación de distintas herramientas y metodologías de gestión logra que el equipo funcione y se comunique de forma efectiva, sin riesgo de perdidas o 'burn out' por sobrecarga o dispersión. Como buenas prácticas podemos se?alar: - Reunión daily stand-up; - Repositorio de documentación bien organizado, y siempre organizado del mismo modo; - Documento de reparto de roles/responsabilidades y tareas; - Sistema de mensajería adecuado a la práctica habitual de la organización; - Reuniones pre-mortem, y post-mortem. La comunicación eficaz se basa en la combinación oportuna de herramientas adecuadas y buenas prácticas.

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4 Review and improve your processes and performance

Finally, tracking and managing multiple tenders is an opportunity to review and improve your processes and performance. You should always evaluate the results and outcomes of each tender, as well as the strengths and weaknesses of your approach, methods, and tools. You should also solicit and incorporate feedback from your team and stakeholders, as well as from the clients and evaluators of your tenders. By doing so, you can identify the areas that need improvement, the best practices that work well, and the lessons learned that you can apply to future tenders.

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Luis Gracia Adrián

Ayudo a contratistas a mantenerse al día, contratar más y gestionar sus contratos aplicando mi conocimiento y experiencia como consultor y contratista.
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No se trata de evaluar el resultado del trabajo, se trata de evaluar el trabajo mismo. Responder a la pregunta: ?Cómo hemos trabajado? Para obtener los mejores resultados de esta reflexión y capitalizar sus resultados en el futuro, resulta conveniente: - Hacerlo en el momento oportuno: cuando la experiencia es reciente, aunque no demasiado, cuando el resultado del proceso no es conocido. - Crear un clima en el que la crítica sea bien recibida, no se trata de tener la razón ni asignar responsabilidades, se trata de aprender. - Salir siempre con propuestas concretas de mejora, peque?as acciones, cambios, que sean fáciles de implementar y conduzcan a la mejora continua.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Saleh M. Saleh, PMP?, MBA Candidate

Senior Tender Engineer at Schneider Electric
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Consider the following: - Priority. How big and strategic this project bid and customer to your company and also chances of competition. - Firm bid with hard due date and will require multiple approvals before submission. - When you receive the request for tender and do an internal kick-off meeting with the stakeholders, you start knowing if you need a lot of inputs from variable departments or only few departments or few inputs; Based on that, you can manage multiple tenders by start sending action items to the variable departments to get their inputs in parallel with working on other tenders. - Track your tenders through dedicated folders of communication e-mails and files' database log for each one, for example SharePoint.

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Luis Gracia Adrián

Ayudo a contratistas a mantenerse al día, contratar más y gestionar sus contratos aplicando mi conocimiento y experiencia como consultor y contratista.
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En muchas ocasiones es necesario contar con subcontratistas o colaboradores externos para completar las ofertas en los plazos requeridos. Esta circunstancia a?ade complejidad tanto en la misma organización que acude a estos actores como a los actores mismos. En ese caso es importante que exista una persona que sea consciente y coordine la carga de trabajo asignada a cada tercero-externo a la organización, para se?alar prioridades y balancear cargas de trabajo entre los distintos actores. Hay personas que nunca dicen "no" y nos pueden meter en un grave problema por ello. Debemos anticiparnos y gestionar.

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How do you track and manage multiple tenders at once?

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2

3

4

5

1 Define your objectives and criteria

2 Create a tender calendar and checklist

3 Communicate and collaborate with your team and stakeholders

4 Review and improve your processes and performance

5 Here’s what else to consider

Tender Preparation

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