How can you track and manage tender feedback effectively?

1 Step 1: Request feedback

The first step is to request feedback from the client or the evaluator as soon as possible after the tender outcome is announced. You should do this regardless of whether you win or lose, as feedback can help you improve your performance and maintain your relationships. You can request feedback by email, phone, or in person, depending on the situation and the preference of the client or the evaluator. You should be polite, professional, and respectful, and express your interest in learning from their perspective. You should also ask for specific and constructive feedback, such as how your proposal scored on different criteria, what were the strengths and weaknesses of your proposal, and what were the key factors that influenced their decision.

2 Step 2: Record feedback

The second step is to record feedback in a systematic and consistent way. You should create a template or a spreadsheet that allows you to capture and organize the feedback you receive from different sources and for different tenders. You should include information such as the name of the client or the evaluator, the date of the feedback, the tender name and number, the outcome of the tender, the score or ranking of your proposal, the feedback on each criterion, and the action points or recommendations for improvement. You should also assign a feedback quality score to each source, based on how detailed, relevant, and helpful the feedback was.

3 Step 3: Analyze feedback

The third step is to analyze feedback and identify the patterns, trends, and gaps in your performance. You should use your template or spreadsheet to compare and contrast the feedback you receive from different sources and for different tenders. You should look for common themes and issues, such as what are the areas where you consistently perform well or poorly, what are the expectations and preferences of different clients or evaluators, and what are the opportunities and threats in the market. You should also look for specific examples and suggestions that can help you improve your proposal content, format, and presentation.

4 Step 4: Communicate feedback

The fourth step is to communicate feedback and share the insights and lessons learned with your team and other stakeholders. You should create a summary or a report that highlights the key findings and recommendations from the feedback analysis. You should also include the feedback quality score and the action points or recommendations for improvement. You should distribute the summary or report to your team and other stakeholders, such as managers, supervisors, partners, or subcontractors, and invite them to provide their feedback and input. You should also organize a meeting or a workshop to discuss the feedback and agree on the next steps.

6 Step 6: Evaluate feedback

The sixth step is to evaluate feedback and measure the impact and effectiveness of the implementation. You should use your template or spreadsheet to compare and contrast your performance before and after the implementation. You should look for indicators and metrics, such as the number and value of tenders won or lost, the score or ranking of your proposals, the feedback quality score, and the client satisfaction and loyalty. You should also solicit and collect feedback from your team and other stakeholders, and ask them to rate and review the implementation. You should analyze and report the outcomes and outcomes, and identify the strengths and weaknesses of the implementation, and the areas for further improvement.

7 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?