What are the common pitfalls to avoid when attending a debriefing session?

2 Be objective

The second rule of a debriefing session is to be objective and realistic about your bid performance. Do not take the feedback personally or emotionally. Avoid being defensive, arrogant, or dismissive of the buyer's comments. Acknowledge your strengths and weaknesses and identify areas for improvement. Do not blame external factors, such as competitors, market conditions, or specifications, for your loss. Focus on what you can control and change for the next tender.

3 Be constructive

The third rule of a debriefing session is to be constructive and positive about the learning outcomes. Do not waste the opportunity by being passive, indifferent, or cynical about the feedback. Use the debriefing as a chance to build rapport and trust with the buyer and to demonstrate your professionalism and commitment. Express your interest in future opportunities and ask for advice on how to improve your bid competitiveness. Follow up with a thank-you email and a summary of your action points.

4 Be discreet

The fourth rule of a debriefing session is to be discreet and confidential about the information you receive. Do not share the details of the debriefing with anyone who is not involved in the bid team or who has a legitimate need to know. Do not disclose the buyer's feedback to your competitors or the media. Do not use the debriefing as a platform to complain, criticize, or lobby for a reconsideration of the decision. Respect the buyer's privacy and integrity and protect your own reputation.

5 Be prepared

The fifth rule of a debriefing session is to be prepared and organized before, during, and after the session. Before the session, review your bid documents, the tender evaluation criteria, and the notification letter. Prepare a list of questions that you want to ask the buyer, focusing on the areas where you scored low or where you need clarification. During the session, record the feedback, either by taking notes or by requesting permission to record the conversation. After the session, analyze the feedback, compare it with your bid documents, and develop an action plan to address the gaps and issues.

6 Be proactive

The sixth rule of a debriefing session is to be proactive and responsive to the feedback you receive. Do not wait until the next tender opportunity to implement the changes and improvements suggested by the buyer. Act on the feedback as soon as possible and monitor the results. Communicate your progress and achievements to the buyer and show them that you value their input and that you are eager to work with them again. Use the debriefing as a catalyst for continuous improvement and innovation.