Preparing documents for a tender – how to streamline the work?

Preparing tender bids is usually associated with considerable stress. Short deadlines, a large range of documents to be completed and complicated specifications provided by the contracting authority – all these factors result in disqualifying errors due to haste in tender bids that would have a chance of winning. How to streamline the work of preparing tender bids, and thus increase the number of signed contracts?

Haste is always a bad advisor

Bidding for tenders is very often a race against time. Deadlines are short, companies find out about tenders too late, and yet proper preparation of complete documentation is time-consuming and labor-intensive.

In the process of preparing tenders, however, exactly the same rules operate as in everyday life – work under stress and haste is never done accurately. And a lack of accuracy and making even the slightest mistake in the bidding process can cause your company’s bid to be rejected.

If your company participates in tenders, you certainly know what preparing a bid looks like:

Several people usually work on the documents.
Files circulate between email inboxes.
Each participating employee makes changes to the documents.
The project coordinator has to work on merging several versions of documents from different team members into one coherent whole.
Sometimes, in the flurry of duties, someone forgets to send files to the next person.

What does all this mean? Time, time, time! And in the process of preparing tender documents, every hour is valuable. Can you afford to waste time on all the above activities? After all, you can do otherwise.

How to streamline the preparation of documents for a tender?

Did you know that preparing a tender offer does not have to involve printing dozens of pages of documents? You can also respond to most contracts electronically (for some contracts, electronic documents are even a requirement).

The key to efficiently and quickly preparing and submitting a tender offer electronically is three elements:

1. Qualified signature

A tender offer is a document that requires a written form and can only be validated with a qualified signature, which has the same legal force as a handwritten signature. This secure electronic signature is issued by entities registered with the Ministry of Economy, such as Asseco Data Systems S.A., Enigma SOI, EuroCert Sp. z o.o., Krajowa Izba Rozliczeniowa S.A., and Polska Wytwórnia Papierów Wartościowych S.A..

A tool that will allow you to sign documents not only with a qualified signature (issued by any authorized company) is the DocuSign® platform. Why is it worth using this particular platform? DocuSign® can convert any Word or Excel document format to PDF (PADES) and apply a signature to it at the location you specify. Using typical qualified signature tools will then generate an XML XADES file that will not allow you to easily view the signed documents.

2. Document preparation tool

Before the moment comes to sign the documents, they need to be prepared. The process of preparing a tender offer usually involves several people. Work proceeds most efficiently, quickly and effectively if the people involved in creating the bid can work on a single file, even simultaneously, without having to create several or dozens of versions of the same document. Such an opportunity is provided by Office 365®.

This tool allows multiple people to work efficiently on a single project, and at the same time precisely records all the changes that are made to the file – so that, if necessary, you can easily access an older, archived version.

3. Coordination tool, i.e. electronic workflow system

Qualified signatures and DocuSign® are one thing, Office 365® is another, but for fully effective work on tenders you need a tool that binds together the creation, coordination, simultaneous work and signing of documentation. Such a tool is Hatiroo® electronic document workflow system, integrated with DocuSign® and Office 365®.

The electronic workflow allows you to efficiently delegate tasks, set deadlines for completion, complete the necessary documents, and monitor and coordinate the work of the entire team with a system of notifications and reminders. Fast, efficient and without communication misunderstandings.

Many factors influence who wins the bid. However, there are two things you need to take care of to increase your chances in the bidding process. The first is meticulous and thorough preparation of the bid. The second is to act quickly and efficiently. Time is of the essence in tenders, and you can gain this time by using the Hatiroo® electronic workflow system, integrated with DocuSign® and Office 365®. A good tool will make even 2 days to prepare a tender offer not seem so scary and unrealistic. Good luck!

Preparing documents for a tender – how to streamline the work?

Table of content:

Haste is always a bad advisor

How to streamline the preparation of documents for a tender?

1. Qualified signature

2. Document preparation tool

3. Coordination tool, i.e. electronic workflow system

You might be interested in

Efficient document preparation is key to growing your business

What elements should each contract contain?

Composition of the contract – what should be included in it?