You Won The Tender, Now What?

Congratulations! Winning a tender is a significant achievement that showcases your business’s capability and potential. It’s a moment to celebrate the hard work and effort that went into crafting a winning proposal.

In our previous blog, we talked about how to put your best foot forward when applying for a tender. If you’ve achieved this step, that’s great, give yourself a pat on the back and turn your full attention to fulfilling your commitments. Winning the tender is just the beginning.

Once you are successful you’ll want to show yourself to be a leader who’s proactive about getting the project rolling, but it can be difficult to know what steps to initiate if this is your first time at the dance. 

Properly managing your project can make the difference between a successful project and one that falls flat. To get it right you’ll need detailed planning, effective communication, and diligent execution to meet the agreed objectives and deliverables.

This blog takes the next step to talk about what you do when you are successful so you’ll look like a polished professional. We’ll guide you through the essential steps to take once you’ve won a tender and cover everything you need to know to smoothly transition from winning the tender to executing the project. By following these steps, you’ll be well-prepared to deliver a successful project, maintain a positive relationship with your client, and pave the way for future business opportunities.

Review the Contract

Winning a tender is an important milestone, but it’s just the beginning of the project execution phase. Start by reviewing the contract to see what you’re up against.

This is where your initial tender application research is going to pay off. If you have overpromised just to win the tender, you’re about to feel the pain because now you need to actually deliver. Your tender application should have been based on genuine delivery timeframes and accurate costs. 

Carefully review the contract. This document outlines the agreed-upon terms and conditions that will govern your project including obligations, deliverables, timelines, and payment terms. It’s essential to understand every detail to avoid misunderstandings or disputes later on.

A comprehensive review ensures that you are fully aware of your obligations and the client’s expectations, setting a solid foundation for the project. Review the contract terms and conditions to ensure you understand everything…

Key Areas to Focus On

• Deliverables: Clearly identify what is expected of you in terms of products, services, or outcomes. Ensure that the scope of work is well-defined and aligns with what you proposed.
• Timelines: Pay close attention to the project schedule. Understand all deadlines, milestones, and the overall timeline for the project. This will help you plan your resources and activities effectively.
• Payment Terms: Review the payment schedule, including amounts, due dates, and conditions for payment. Ensure you understand the invoicing process and any requirements for documentation or approvals.
• Compliance Requirements: Make note of any legal, regulatory, or industry-specific compliance requirements mentioned in the contract. This includes health and safety standards, environmental regulations, and quality assurance protocols.

Confirmation and Acknowledgment

After reviewing the contract, the next step is to formally accept the tender award. This often involves signing a formal agreement or contract. Prepare a written acceptance letter or email to the client, confirming your commitment to the project and acknowledging the terms and conditions. This formal acceptance not only solidifies your professional relationship but also serves as a clear record of your agreement to proceed.

Documentation

Maintaining thorough documentation is vital throughout the entire project lifecycle. Start by keeping records of all communications related to the tender award and contract acceptance. This includes emails, letters, meeting notes, and any other relevant correspondence. 

Proper documentation ensures transparency, aids in tracking progress, and provides a reference point in case of any disputes or clarifications needed in the future. It’s a good practice to create a project file or digital folder where all related documents can be easily accessed and organised.

Anything that is agreed verbally, put in an email and send in writing as, “Just confirming our conversation from today…”.

Schedule a Kick-Off Meeting

Schedule a kick-off meeting with the client to discuss project specifics, expectations, communication protocols, and any other relevant details. This meeting serves as the official start of the project and works to establish a clear and mutual understanding of the project’s objectives, scope, and deliverables.

Key Discussion Points

• Project Objectives: Clarify the overall goals and expected outcomes of the project. Ensure that both parties have a shared vision of success.
• Scope of Work: Review the detailed scope of work to ensure that there are no ambiguities. Discuss any potential areas of concern or points that need further clarification.
• Roles and Responsibilities: Define the roles and responsibilities of all parties involved. This includes your team members, the client’s representatives, and any third-party contractors.
• Communication Protocols: Establish how and when communication will occur. Decide on regular meeting schedules, preferred communication channels, and key points of contact.
• Timeline and Milestones: Go over the project timeline and key milestones. Ensure everyone is aware of critical deadlines and deliverables.
• Risk Management: Identify any initial risks or challenges that could impact the project. Discuss strategies for mitigating these risks.

Scheduling and conducting a thorough kick-off meeting ensures that everyone is on the same page from the very start, reducing the risk of misunderstandings and setting the stage for smooth project execution.

Develop a Project Plan

With the kick-off meeting concluded, it’s time to develop a detailed project plan. This plan will serve as your roadmap, guiding you through each phase of the project. A well-structured project plan is critical for keeping the project on track and ensuring that all team members understand their tasks and deadlines.

Key Components of a Project Plan

• Task Breakdown: Break the project down into manageable tasks and subtasks. Assign specific tasks to team members, ensuring that everyone knows what is expected of them.
• Timeline: Create a detailed timeline that outlines when each task will be started and completed. Include key milestones to track progress.
• Resource Allocation: Determine the resources required for each task, including personnel, equipment, and materials. Ensure that you have everything needed to execute the project smoothly.
• Budget: Develop a detailed budget that accounts for all project expenses. Monitor the budget regularly to prevent overspending.
• Risk Management Plan: Identify potential risks and develop strategies to mitigate them. Include contingency plans for dealing with unforeseen issues.
• Quality Control: Establish quality control measures to ensure that the work meets the required standards. Define how and when quality checks will be performed.
• Communication Plan: Develop a communication plan that outlines how information will be shared among team members and with the client. Ensure regular updates and clear lines of communication.

Creating a comprehensive project plan is essential for successful project management. It allows you to anticipate challenges, allocate resources efficiently, and keep the project on track from start to finish.

Implement Risk Management

From your Project Plan, you should be able to anticipate challenges. You need to go one step further now by outlining risks and assigning strategies to minimise and overcome them. 

Start by identifying potential risks that could impact the project. These risks can be related to various factors such as timelines, resources, technical challenges, or external conditions. Conducting a thorough risk assessment helps you foresee possible issues and prepare accordingly.

Risk Mitigation Strategies

Once you’ve identified the risks, develop strategies to mitigate them. This includes creating contingency plans for different scenarios. For instance:

• Technical Risks: Have backup plans for technical failures or challenges. This might involve having spare equipment or additional technical support.
• Resource Risks: Ensure you have a buffer in your resource allocation to handle unexpected shortages or delays.
• Timeline Risks: Build some flexibility into your project timeline to accommodate unforeseen delays without impacting the overall schedule.
• Communication Risks: Establish clear communication channels to quickly address any misunderstandings or issues that arise.

Ensure Compliance and Maintain Documentation

Another way to limit risks is to adhere to compliance regulations. It’s your responsibility to make sure that your project meets industry standards and avoids legal issues that could cause delays or additional costs. Familiarise yourself with all relevant regulations and incorporate them into your project plan. This might include:

• Health and Safety Standards: Ensure that your project adheres to all safety regulations to protect your team and stakeholders.
• Environmental Regulations: Follow all guidelines to minimise environmental impact and comply with sustainability practices.
• Industry-Specific Standards: Meet any additional standards that are specific to your industry or project type.

Regularly consult with legal advisors or compliance officers to stay updated on any changes in regulations that might affect your project.

Documentation Practices

Maintaining accurate and thorough documentation is essential for effective project management. Proper documentation helps track progress, facilitates communication, and serves as evidence of compliance and performance.

Establish a Communication Loop

Establish a communication plan to keep stakeholders in the loop about the project’s progress. Regular updates and transparent communication ensure that all stakeholders are informed, aligned, and able to collaborate efficiently. Developing a robust communication plan helps prevent misunderstandings, keep the project on track, and provide a positive working environment.

Stakeholder Engagement

Identify all the stakeholders involved in the project, including team members, clients, contractors, and any other relevant parties. Understand their roles, interests, and communication needs. There are multiple communication methods that will be suitable at different times over the project including emails, meetings, reports, video calls, and project management tools.

Key Components of a Communication Plan:

• Outline Communication Objectives
• Determine Communication Methods
• Establish Frequency of Communication
• Identify Communication Channels
• Assign Responsibilities
• Implement Feedback Mechanisms

Regular Updates

Provide regular progress reports and updates. Keeping the client informed helps in building confidence in your ability to manage the project effectively. Be honest about any challenges or delays. Clients appreciate transparency and the effort to resolve issues promptly.

Respond to client inquiries and concerns promptly. Demonstrating that you are available and attentive reinforces their trust in your commitment.

By establishing a comprehensive communication plan, you can ensure that information flows smoothly, stakeholders remain engaged, and potential issues are addressed promptly. This proactive approach to communication will greatly enhance the efficiency and effectiveness of your project management.

Execute and Monitor the Project

Begin executing the project according to the plan. Monitor progress closely, track milestones, and make adjustments as needed to stay on schedule and within budget.

To know if you are meeting targets or not you’ll need to establish quality control measures and complete regular quality checks. These steps ensure that the work meets the required standards and specifications you’ve set out.

Conclusion

Winning a tender is a significant achievement, but the real work begins after the award. By following a structured approach, you can ensure successful project execution and maintain a positive relationship with your client. 

Approaching the post-award phase with diligence and a proactive mindset is crucial. Each step is designed to set you up for success, minimise risks, and maximise client satisfaction. Remember, your goal is not just to complete the project but to deliver exceptional value that could lead to future opportunities.

We hope this guide provides you with a clear roadmap for managing your project after winning a tender. If you have any questions, experiences to share, or need further guidance, feel free to leave a comment below or reach out for further one-on-one help. We’re here to support you every step of the way. Happy project managing!

You Won The Tender, Now What? – FAQs

What are the first steps I should take after winning a tender?

After winning a tender, the first steps include thoroughly reviewing the contract details to ensure you understand all requirements and conditions. Confirm your acceptance of the tender in writing and establish a communication line with the client to discuss the project’s specifics. Begin organising your project team and resources, and create a detailed project plan outlining key milestones, deliverables, and timelines. Setting up initial meetings with your team and the client can help align everyone on the project’s goals and expectations.

What should I do if I encounter issues with the project scope or specifications?

If you encounter issues with the project scope or specifications, it’s crucial to address them promptly to avoid project delays or misunderstandings. Communicate directly with the client to discuss the issues and seek clarification or adjustments as needed. Document all discussions and any agreed changes to maintain a clear record. If necessary, involve key stakeholders to ensure all perspectives are considered and the best solution is reached. Having a formal process for managing and resolving such issues can help maintain project momentum and client satisfaction.

How can I manage the project timeline effectively?

Managing the project timeline effectively involves creating a detailed schedule that includes all tasks, milestones, and deadlines. Use project management software to track progress and make adjustments as needed. Assign clear responsibilities to team members and ensure they understand their tasks and deadlines. Regularly review the project’s progress against the timeline, and hold frequent check-ins with your team to address any delays or issues early. Flexibility and proactive problem-solving are key to keeping the project on track.

How can I handle changes or variations to the project scope?

Handling changes or variations to the project scope requires a formal change management process. Start by documenting all change requests and assessing their impact on the project’s timeline, budget, and resources. Discuss these changes with the client and seek their approval before implementing any modifications. Ensure that all changes are communicated clearly to your team and that any adjustments are integrated into the project plan. This structured approach helps manage client expectations and maintain project control.

How can I ensure quality control throughout the project?

Ensuring quality control throughout the project involves implementing a comprehensive quality management plan. Set clear quality standards and guidelines that align with the project’s requirements. Conduct regular inspections and audits to verify that work meets the established standards. Provide ongoing training and support to your team to maintain high-quality outputs. Encourage open communication within the team for reporting and addressing quality issues promptly. Consistent monitoring and proactive quality management can help deliver a successful project that meets or exceeds client expectations.