How do you handle a negative or contentious bid debrief outcome?
A bid debrief is a valuable opportunity to learn from your strengths and weaknesses as a bidder, and to improve your chances of winning future contracts. However, not every debrief outcome is positive or constructive. Sometimes, you may face a negative or contentious feedback that challenges your bid strategy, quality, or pricing. How do you handle such a situation without damaging your reputation or relationship with the buyer? Here are some tips to help you deal with a negative or contentious bid debrief outcome.
Before you attend a bid debrief, you should prepare yourself mentally for any possible feedback, positive or negative. You should also remind yourself of the purpose and benefits of a bid debrief, which is to learn from your experience and identify areas of improvement. A bid debrief is not a personal attack or a judgment of your worth as a bidder. It is a professional and objective assessment of your bid proposal against the evaluation criteria and the buyer's needs. Therefore, you should approach the bid debrief with an open mind, a positive attitude, and a willingness to listen and learn.
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In facing a negative or contentious bid debrief outcome, I approach it with a solution-oriented mindset. Firstly, I acknowledge any valid criticisms and seek to understand the root causes. Then, I facilitate constructive dialogue among team members to address concerns and identify actionable steps for improvement. For instance, if pricing was a point of contention, I would analyze the project feasibility and strategize ways to enhance our value proposition. Ultimately, this process fosters growth and strengthens our bid capabilities.
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Handling a negative bid debrief needs a strategic approach. Listen carefully, avoid defensiveness, and understand the root causes. Work with your team on an action plan to address concerns. Maintain open communication with the client, demonstrating your commitment to improvement. Every setback is an opportunity to learn and grow.
During the bid debrief, you should be respectful and professional at all times, regardless of the tone or content of the feedback. You should avoid being defensive, argumentative, or emotional, as these reactions can damage your credibility and relationship with the buyer. You should also avoid interrupting, challenging, or criticizing the buyer or the evaluation process, as these actions can show a lack of respect and understanding. Instead, you should thank the buyer for their time and feedback, acknowledge their points, and ask clarifying questions if needed. You should also express your interest and commitment to working with them in the future, and to addressing any issues or gaps in your bid proposal.
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If your responce is to describe the encounter as negative or contentious then perhaps you did not enter the exercise with the correct approach. Review your notes and determine if you reached good communincation with the client, did you understand what thier expectations were, was chemistry an issue? Reflect on the details of the conversations and allow you and your team to assess what could have improved understanding of the clients needs and desires. The only sucessful contract negotiation is all parites feeling like winners with excitement to get started on the project.
After the bid debrief, you should focus on the facts and the solutions, rather than dwelling on the negative or contentious feedback. You should review the feedback objectively and analytically, and identify the key areas of improvement and action. You should also compare the feedback with your bid strategy, quality, and pricing, and see if there are any discrepancies or misalignments. You should then develop a plan to address the feedback and improve your bid performance, such as revising your bid process, enhancing your bid writing skills, conducting a competitive analysis, or adjusting your pricing strategy. You should also document the feedback and the action plan, and share it with your bid team and stakeholders.
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Losing is only time wasted if you don’t embrace the opportunity to speak with the customer, get valuable feedback, and adjust your approach for the next bid. No one likes losing, but losing isn’t the end! Most contracts are up for re-compete every few years. That means that a debrief is really the beginning of your capture efforts for the next round 😊 Use the debrief to ask questions so that you can adjust as needed moving forward. This is a chance to connect with decision makers - make sure you follow up and continue to foster a relationship. Chances are it’s not the only contract they will be working on. Onward!
If you feel that the feedback was unfair, biased, or inaccurate, you may want to seek external support or advice from a third party, such as a bid consultant, a legal advisor, or a peer group. They can help you validate or challenge the feedback, provide you with an alternative perspective, or advise you on how to handle the situation. However, you should be careful not to escalate the situation or create a conflict with the buyer, as this can harm your reputation and future opportunities. You should also respect the confidentiality and sensitivity of the bid debrief information, and only share it with trusted and relevant parties.
Finally, you should learn from the experience and move on, rather than letting it affect your confidence or motivation as a bidder. You should recognize that a negative or contentious bid debrief outcome is not a failure, but a learning opportunity. You should also acknowledge that every bid is different, and that you can always improve your bid performance and win more contracts in the future. You should also celebrate your achievements and successes as a bidder, and appreciate the feedback and support that you receive along the way.
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This is an excellent opportunity to reflect and learn, when relieved of the pressure of an impending deadline. Not all feedback is of a high quality, but do take some time to analyse it and add to your ‘lessons learned’ file. A bid is never a wasted opportunity and you might be surprised to learn something more about your own organisation when viewed through a different lense.
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The bid de-brief is oh so valuable even if it isn't detailed or even accurate. You always have to take what you can from it, even if you don't believe it. For example, it might have been a close call and the reasons given might be a bit flakey - because there is little to distinguish between the winner and 2nd place. It happens. Every bid and result is a learning for often a greater bid or opportunity.
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