There is a better way to tender
The tendering process
With all processes there is a continual need to improve them, plan, implement and review. The tendering process in construction is no exception, your tendering process as contractor for developers is certainly no exception.
This article aims to explain why there is a need for planning, implementing and reviewing your tender process. If you or your company have identified how crucial your tender system is, or how badly it needs improving but you are not sure where to begin, then this article is for you. It will explain some fundamental principles of process review, and don't be afraid of that term - sounds complicated but it is not.
What is a process?
A process is simply a way of doing something. From how you make a cup of tea to how you better tender, both are processes.
What is a process review?
A process review aims to analyse an existing process and make it better. You may like your to cut down sugar from your tea and maybe use sweetener, that in itself is a process review. You are reviewing that you want sweetener instead of sugar because it benefits you. Everyone process reviews every single day. It is how you learn to adapt and make the most out of situations and to better your lives. The tender process should be no exception.
What is the best tender process?
The best tender process is one that is perfectly suited to both your business and your clients at the time of tendering. That is not to say in 12 months you will not need to review your tender process to refine on an area or two. But identical tender processes will not suit every construction company. The best tender systems allow you to take control and make the most of where you need your tender process to be.
Where has my tendering process gone wrong?
There could be a number of reasons why you are not converting tenders into real contracts. Have a look at the list below:
- not enough hours in the day to review my tender process
- tenders are poorly presented which make them look unprofessional
- tenders are poorly presented which make them difficult to understand
- tenders contain inaccuracies that may dent client confidence
- tenders take longer to complete than competitors
- revisions to tenders take longer to complete than competitors
- tenders are not competitively priced
- the tender team does not respond appropriately to client demands
- the tender team do not efficiently communicate with clients
What are the reason why my tender process has gone wrong?
Again, there are many reasons why the tender process goes wrong. Some of the most common statements I hear from contractors I have worked with are:
- my company has transformed from a small business to a large business seemingly overnight, I don't know where to start
- I have a trade background and I think I lack some business skills
- my staff do not respond well when I change the way we do things
- It's only when work slows up that I have enough spare time to change processes, but that's exactly when I have to be chasing new work so it never gets done
Important Tender review advice
Your tender process review will highlight the issues with your tendering you must tackle. Once you know what areas are inefficient, write down why they are inefficient, try to get to the root of the problem. Once you understand the root cause of your problems, and fix it, you can then build on solid foundations from the ground up.
When that moment of clarity comes and process reviews seem the answer to all your problems and it must be done for every are - STOP. It can be all too easy to bite off more than you can chew. Write a set of goals to achieve by a date then start at the the top of the list.
Plan, implement and review
Without planning, your tender process will take longer, will not be as accurate nor thorough which ultimately will cost you or your construction company money.
Without implementation, your tendering will never change - and it has to. Don't be afraid to change your tender process. Just because your company has always tendered like this before does not mean your company has to continue to tender this way!
Then comes review. Now with reviews, some people think that reviewing wastes time when 'actual' work could be getting done, maybe when more Tenders could be completed?
Without reviewing how your company has performed, measuring its success or failure in the the tendering process, identifying the need to change and the opportunities for refinement or complete overhauls will never be addressed. It is much like never checking your bank balance or never knowing your cash flow status, ignorance maybe bliss but a time but doesn't it always feel better when you know where you are and that you have tackled those problems that were always in the back of your mind?
How can I better tender?
Processes can be greatly enhanced by using technology. A sat nav helps you get to your destination quicker, a calculator helps you complete complex maths, well a truly great tender management system can help you tender faster, more accurately and with less man hours.
View our online demo of a great Tender Management System by XSiEN. XSiEN's tendering system allows you to create a default Plot description which includes all your costs for materials, labour, fixings etc and then duplicate it, rename it, delete all the unnecessary information and build a whole range of different plot types. Once you have your plot types you can then create a plot listing of the site you wish to tender for and build it. Once you have built it you can add your different mark ups to the different areas and download an excel spread sheet. Click here to see an example of the Excel file the XMS Tender Manager is able to create in seconds.
With the XMS so easy to use, and the fact it works on almost any computer connected to the internet it really is worth contacting them if you are serious about improving the way you tender.
The XMS took over three years of development and testing within the construction industry. The XMS does not just handle tendering either! The XMS has other modules that such as the Quality Control manager, Staff manger, Certificate manager, Memo manager and Finance Manager and all were created specifically for use within the construction industry by a team of designers and developers that worked closely with construction contractors.
If you want a better way of tendering, watch the free online demo to get an idea of what the XSiEN Management System (XMS) is capable of.
Request a call back here!Email info@xsien.com Call 0845 094 6019