Key Stakeholders Involved:
- Internal Teams: Project managers, finance officers, compliance and legal teams.
- Clients: Government departments, municipalities, NGOs, and private sector partners.
- Vendors/Suppliers: Registered and prospective service providers.
- External Consultants: Legal advisors, industry experts, bid writers (if applicable).
Communication Activities:
1. Weekly Tender Progress Reports
SayPro prepares and circulates detailed weekly reports outlining:
- Current status of each active tender (e.g., drafting, pending documentation, submitted).
- Outstanding actions from internal or external parties.
- Upcoming milestones and key submission deadlines.
- Risks or bottlenecks identified and proposed mitigations.
Distribution Method:
- Sent via email to all relevant stakeholders.
- Stored in shared folders (e.g., Google Drive or Microsoft Teams) for ongoing access.
2. Real-Time Email and Phone Updates
For high-priority or fast-moving tenders, SayPro maintains real-time communication:
- Promptly notifies stakeholders of document requests, changes in tender conditions, or clarifications issued by the tendering authority.
- Escalates urgent matters, such as missing compliance documents or late submissions, through direct calls or flagged emails.
Communication Style:
- Professional, concise, and informative.
- Includes clear subject lines and action points (e.g., “URGENT: Vendor Certificate Needed for Bid XYZ by 4 PM”).
3. Stakeholder Engagement Meetings
SayPro facilitates structured engagement through:
- Biweekly virtual check-ins (via Zoom, MS Teams, or Google Meet).
- Ad hoc briefings for new tenders or when significant changes occur.
Meeting Agendas May Include:
- Tender status review
- Document progress tracking
- Responsibilities delegation
- Risk identification and mitigation
- Final preparation planning before submission
Meeting Records:
- Meeting minutes are documented and shared within 24 hours.
4. Central Tender Progress Dashboard
In January, SayPro launched a pilot progress dashboard for stakeholders to monitor:
- Real-time updates on tender development stages (using project tracking tools like Trello, Monday.com, or MS Excel).
- Responsibility assignment (who’s handling what and when).
- Notification alerts for key deadlines.
Purpose:
This reduces the number of email queries and centralizes access to updates for transparency and ease of monitoring.
5. Feedback Collection Post-Submission
After each tender is submitted, SayPro communicates:
- A summary of the submission.
- Issues encountered and how they were resolved.
- Expected feedback or award notification timelines.
- Stakeholder feedback forms (to improve future processes).
January Outputs and Deliverables:
- 4 Weekly Progress Reports sent to stakeholders.
- 2 Stakeholder Meetings facilitated with full attendance.
- Live Tender Dashboard activated for 5 active tenders.
- 12 Urgent Updates issued via email/phone for critical tender developments.
- Stakeholder Feedback Summary prepared for continuous improvement.
Outcome:
Through structured and proactive communication, SayPro ensures all stakeholders are informed, engaged, and aligned—leading to improved bid quality, reduced delays, and enhanced stakeholder confidence in the tendering process.
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