Monitor the progress of the bid review process, keeping track of deadlines and updates, and provide regular status reports to the team
1. Establishing Bid Review Timeline
Before submitting the bid, it is essential to establish a timeline for the review process. This timeline should include:
- Bid Submission Date: The date the bid was submitted to the client.
- Client’s Review Period: The estimated or agreed-upon time frame the client will take to review the bid (usually outlined in the Request for Proposal or based on prior experience).
- Client’s Decision Deadline: The date by which the client is expected to make a decision and notify SayPro of the outcome.
- Follow-Up Dates: Key milestones for when follow-up communications or updates should occur.
By establishing these timelines at the outset, SayPro can set up a tracking system to monitor the progress of the bid and ensure that no deadlines are missed.
2. Setting Up a Bid Tracking System
To effectively monitor the bid’s progress, a bid tracking system must be put in place. This can be done using simple tools like spreadsheets or more sophisticated project management software, depending on the scale and complexity of SayPro’s operations.
- Spreadsheet Tracking (For Smaller Projects):
A spreadsheet can serve as an effective way to track each bid’s status. Include columns for the client name, bid submission date, review period, key contacts, follow-up dates, status of the bid, and the decision timeline. This allows for quick updates and easy visibility into the status of each bid. Sample Spreadsheet Columns:- Bid Submission Date
- Client Name
- Project Name/Reference Number
- Review Start Date
- Review End Date
- Follow-Up Date
- Status of Bid (e.g., under review, awaiting feedback, etc.)
- Decision Date
- Outcome (e.g., awarded, pending, rejected)
- Project Management Software (For Larger Operations):
Larger organizations or more complex bids may benefit from using project management tools such as Trello, Asana, or Monday.com. These tools allow the team to visually track bid progress through task boards, set deadlines, assign responsibilities, and integrate communication directly into the tracking process. Additionally, automated reminders can be set up to prompt the team when follow-ups or status updates are required. - Bid Tracking Dashboard:
For even greater visibility, SayPro can implement a bid tracking dashboard that consolidates information from multiple bids into one place. The dashboard can provide an overview of the current status of all ongoing bids, display upcoming deadlines, and generate reports for the team to review regularly.
3. Monitoring the Review Process
Once the bid has been submitted, the next step is to monitor the review process. During this phase, it is important to stay in regular contact with the client and follow up as needed to obtain updates on the review progress.
- Check for Updates from the Client:
After submitting the bid, it is important to regularly reach out to the client to inquire about the status of the review. The follow-up can be done through email, phone, or via online project management platforms, depending on the client’s preference. Politely ask the client if there have been any updates on the decision-making process or if they need further information. Sample Follow-Up Email for Status Update:Subject: Follow-Up on Bid Submission for [Project Name/Reference Number] Dear [Client's Name], I hope you are well. I’m writing to inquire about the status of our bid submission for [Project Name], which we submitted on [Submission Date]. We understand that you are in the review process, and we would greatly appreciate any updates you can provide regarding the timeline or any questions you may have. If there is anything further we can provide to assist your decision-making, please don’t hesitate to let us know. We are happy to help in any way possible. Looking forward to your response. Best regards, [Your Name] [Your Position] SayPro - Track Communication and Updates:
Every communication with the client should be logged into the tracking system, noting whether the client has provided any feedback, updates on the review, or if they’ve requested additional information. These communications can be recorded manually in a spreadsheet or tracked automatically in project management software, ensuring that the team has a clear understanding of where the bid stands. Example Tracking Log Entry:- Date of Communication: [Date]
- Type of Communication: Email/Phone Call
- Client Update: Client acknowledged receipt and confirmed that the review process will be completed by [Date].
- Action Required: Follow-up on [Date] if no decision is made by [Decision Date].
4. Deadline Monitoring and Reminders
Monitoring deadlines is one of the most critical aspects of tracking the bid status. Ensure that the team is aware of the client’s expected decision date and any other internal deadlines for follow-up actions.
- Set Internal Reminders:
Set reminders within the tracking system or project management software to ensure that follow-ups are made promptly. This can be done via automated alerts in tools like Trello, Asana, or Outlook. These reminders should trigger actions such as sending follow-up emails, checking in with the client, or preparing any additional documents that might be requested. - Monitor Client’s Timeline:
Keep an eye on the client’s decision-making timeline as indicated during the initial submission or based on previous experience. If the client has promised to make a decision by a certain date, but that date passes without any feedback, follow up immediately to check the status. Proactively managing these timelines is essential for avoiding delays and showing the client that SayPro is committed to the process. Sample Reminder Email:Subject: Checking in on Bid Status for [Project Name/Reference Number] Dear [Client's Name], I hope all is well. I wanted to check in regarding the bid we submitted for [Project Name/Reference Number]. As the decision date approaches, I wanted to ensure that we are available to provide any final information or clarifications that might assist you in the review process. Please let us know if you require any further details. Best regards, [Your Name] [Your Position] SayPro
5. Providing Regular Status Reports to the Team
Once the bid submission is made, regular status updates are essential for internal communication. The tracking of bid progress should be reported back to the internal team to keep everyone aligned and informed on the next steps. Regular updates ensure that all stakeholders in the organization, such as the project team, finance, legal, and senior leadership, are aware of the bid’s current status and any required actions.
- Frequency of Status Reports:
Depending on the number of active bids and the pace of decision-making, the frequency of these updates can vary. For high-priority bids or fast-moving opportunities, daily or weekly reports may be necessary. For others, bi-weekly or monthly reports may be sufficient. - Content of Status Reports:
A typical status report should include the following:- Bid name and reference number
- Date submitted
- Client’s review period
- Follow-up actions and dates
- Client’s feedback or requests (if any)
- Key milestones (e.g., anticipated decision date)
- Any internal actions required (e.g., adjustments to bid, additional documentation, etc.)
Bid Status Update – [Date] - **Bid Name:** [Project Name/Reference Number] - **Date Submitted:** [Submission Date] - **Client Review Timeline:** [Start Date] to [End Date] - **Next Follow-Up:** [Follow-Up Date] - **Status:** Awaiting final decision. Follow-up email sent on [Date]. - **Client Feedback:** No updates yet. - **Internal Actions:** Prepare for potential follow-up clarification on pricing details. - **Decision Date:** [Expected Decision Date]
6. Escalating Issues When Necessary
If delays or issues arise in tracking the bid status—such as the client missing deadlines, providing unclear feedback, or failing to respond to follow-up attempts—it is important to escalate these issues internally. The escalation process ensures that the team can address the problem promptly, whether by adjusting expectations, finding alternative contacts within the client’s organization, or making necessary adjustments to the proposal.
Conclusion
Tracking the bid status is an ongoing process that requires consistent attention and proactive follow-up. By staying on top of deadlines, monitoring progress, and providing regular updates to the team, SayPro can ensure that no opportunity is missed and that the review process proceeds smoothly. The SayPro Monthly January SCMR-1: SayPro Monthly Bid Submission highlights this as an essential step to maintaining effective internal communication and ensuring that SayPro is prepared to respond quickly to client feedback or changes in the bidding process. By utilizing a structured approach to tracking, SayPro can enhance its chances of success while maintaining a high level of professionalism throughout the bid lifecycle.
Leave a Reply