Manage communication between the internal tendering team and external clients, partners, or vendors involved in the bidding process
1. Central Communication Management
SayPro’s administrative team functions as the primary coordination hub, managing the flow of information between:
- Internal departments (e.g., Procurement, Legal, Finance, Projects)
- External stakeholders, including:
- Government or corporate issuing authorities
- Joint venture partners or subcontractors
- External consultants (legal, financial, or technical)
- Vendors and suppliers providing required documentation
All communication is centralized using an official email address and logging system to ensure traceability and consistency.
- Platform Used: Microsoft Outlook with CRM integration
- Communication Tracker: Excel-based logbook for correspondence tracking and follow-ups
- Reference Protocol: Each tender assigned a unique reference code (e.g., BID2025-01)
2. Internal Communication Facilitation
The administrative team ensured seamless communication between internal team members and departments involved in the bid preparation by:
- Circulating official tender notices and relevant documentation
- Sharing tender timelines and responsibilities with relevant teams
- Coordinating updates and requesting inputs on assigned action items
- Managing cross-departmental queries and clarifications
All internal communications were documented in project collaboration tools (e.g., Microsoft Teams, SharePoint), promoting transparency and version control.
3. External Communication Handling
The administrative support team managed all outward-facing communication, ensuring professional and prompt correspondence with:
- Tender Issuing Authorities:
- Requesting clarifications on tender requirements
- Acknowledging receipt of addenda or notices
- Confirming submission status
- Partners and Subcontractors:
- Coordinating information exchange (certificates, company profiles, workshare agreements)
- Setting up meetings and interview times
- Distributing drafts and collecting approvals or signatures
- Vendors and Service Providers:
- Requesting quotations or support documents
- Verifying legal and compliance documentation
- Coordinating NDAs or confidentiality agreements
All communications were reviewed and approved by the Tender Coordinator before being dispatched, ensuring consistency with SayPro’s tone, confidentiality policies, and submission standards.
4. Standard Templates and Protocols
To ensure clarity and reduce response time, the administrative team developed and used a suite of standardized communication templates:
- RFQ (Request for Quotation) Emails
- Meeting Invitations and Confirmations
- Submission Acknowledgements
- Partner Coordination Memos
- Deadline Reminder Notices
Each communication was issued under the official SayPro branding and included relevant tender reference numbers for easy tracking.
5. Issue Escalation and Follow-Up
For time-sensitive or unresolved queries, the administrative support team maintained a Communication Escalation Matrix, which:
- Identified escalation contacts for each department
- Specified turnaround times based on urgency
- Tracked pending responses and sent automated reminders after 24 or 48 hours
This ensured no communication was delayed or lost in the process chain.
6. January Performance Highlights
- 46 external communications sent and tracked (including clarification requests, partner coordination, and submission notifications)
- 34 internal updates shared across 5 departments
- 100% response rate achieved for partner queries within 48 hours
- New System Enhancement: Introduction of a shared Tender Communications Log with real-time access for the tendering team
Conclusion
The Communication Support function, as delivered by the SayPro administrative support team in January, was instrumental in ensuring the smooth, timely, and professional exchange of information across all parties involved in the bidding process. By managing structured, responsive, and traceable communication, the team contributed significantly to operational efficiency and tendering success.
Leave a Reply