I have attended kick-off meetings for PQQs, tenders and proposals and noticed the following mistakes being made:
The consequences of these mistakes is that those who have been allocated the responsibility of writing answers to questions asked in the PQQ, ITT or RFP or writing a persuasive and compelling copy about how the solutions proposed will provide benefits and meet customer’s requirements, have nothing to guide them. There is nothing in place to help the organisation determine whether they will achieve maximum scores for what they have written.
In these circumstances writers are left to their own devices and find it difficult to know what to write about. They will waste time in the early stages trying to figure it out for themselves. We have all suffered from writer’s block, so we know how frustrating that can be!
This can put deadlines in jeopardy. A writer rushing to meet deadlines nearly always adversely affects the quality of what has been written. This is exacerbated where there are multiple contributors and the quality of writing and content may be very patchy indeed.
If the review meeting takes place only a couple of days before submission, then there may be a lot of rewriting to do. This means that someone has to work through the night to rewrite the document and final printing and assembly is done at the very last minute and that is when errors occur.
Does this sound familiar? If it does then you and your colleagues need to place much more importance on the tender/proposal kick off meeting.