Just look at what’s at stake.
It’s the commitment to a solution or service, with its associated (and potentially large) financial transaction, contract period and changes to business operations.
When I say ‘procurement documents’ I’m talking about RFPs, RFQs, RFTs, RFIs, EOIs, ITBs, ROIs, ITRs, ITOs, ITTs … you see, they come in many flavours and all have different purposes.
Mind you, the way I’ve seen them used indicates their names and uses are open to interpretation.
And that’s just one issue with them.
Whether writing them or responding to them, these documents can be a bother. (That’s a polite way of putting it.) Continue reading
It’s the golden rule of writing.
The secret to a successful document is to consider your audience.
For procurement documents, it means you need to address the different needs of:
- the vendors and service providers who’ll respond to your request
- your internal team (or possibly consultants) who’ll evaluate the responses.
To address both of these needs, it’s essential for you to consider how vendors and service providers will interpret and use your procurement document.
After all, they’re the document’s primary audience.
And the quality of your request to them has a direct bearing on the quality of responses you’ll receive. Continue reading
Do you receive responses with varying content and levels of detail that make comparison difficult?
These are measures of how clear your procurement documents are.
The question is: how can you make them clearer?
Well, firstly, remember the importance of considering your primary audience: those pesky vendors and service providers.
Then it’s about following good documentation practice. Continue reading
By ‘response requirements’ I mean the content you expect from a vendor or service provider to demonstrate they’re right for the job, and how you want that content to be presented.
(So that said vendors and service providers can spend lots of time dutifully producing their tenders, just to drop them unceremoniously in some nondescript receptacle marked ‘tender box’, with an opening that barely accommodates the beautifully bound and packaged responses. In fact, some tenders haven’t fit and they’re lying on the floor.*)
Okay. Enough of my moaning. Here are the tips. Continue reading
How easy was it to put together?
How long did it take?
How consistent were the responses you received?
How long did the evaluation take?
Do you want to do something about these issues?
Then spend the time to develop better procurement document templates. It’ll save you time in the long run. Continue reading