Winning a tender is a great achievement, but it’s only the beginning of the journey. Once you’ve secured the project, the real work begins—properly managing the post-tender process is critical to delivering a successful outcome. Whether you’ve won a government contract or a private project, following a structured approach will help ensure you meet all requirements and execute the project efficiently.
Get feedback first
Before diving into contracts and schedules, your first step after winning the tender should be to set up a meeting with your client. The purpose of this meeting is not to discuss the specifics of the project immediately but to get formal feedback on your tender submission. It’s an invaluable opportunity to learn where you excelled and where improvements could be made for future bids. Not only does this feedback improve your approach for the next tender, but it also sets a professional tone with the client, showing that you are committed to ongoing improvement and collaboration.
Use this meeting to establish a positive working relationship, clarify any uncertainties, and ensure you’re aligned with the client’s expectations from the start. As part of this process, ask for clarity around safety systems, governance, subcontractor management, and scheduling—these insights will prove useful as the project progresses.
Review and sign the contract
Once feedback is received, the next step is to carefully review the contract. This document outlines the project’s scope, deliverables, and terms of payment, among other things. Ensure the contract aligns with the original tendering terms and scope of work. It’s a good idea to have a legal professional review the contract, particularly if the project is large or complex. Misunderstanding or overlooking any details in the contract could lead to problems later on.
After ensuring everything is in order, sign and return the contract promptly, keeping copies for your own records.
Project initiation
The project initiation phase is essential to its overall success. During this stage, you will define the project scope and lay the groundwork for everything that follows. This includes developing a high-level overview of the project, establishing budgets, and setting up the project team.
If rushed or skipped, the initiation phase can severely compromise the project. Take the time to get it right—confirm your understanding of the client’s expectations, ensure your team is well-prepared, and make sure everyone knows their roles and responsibilities.
Project planning: Setting up for success
Effective project planning is the backbone of good project management. At this point, you should be looking closely at your resources—both human and material. Do you have enough people with the right skills to complete the job? Are your safety management systems up to date? Do you have the necessary tools, equipment, and facilities?
Beyond logistics, financial planning is equally important. Make sure your cash flow can support the project, particularly if progress payments will be delayed or if unforeseen issues arise. Having access to financial reserves or credit can prevent unnecessary stress.
It’s also crucial to define clear milestones and a project completion date. Work closely with your client to ensure your timeline aligns with theirs. Having set milestones will help keep the project on track and provide key points to review progress. Additionally, ensure progress payment terms are established early to avoid cash flow issues, especially when other trades might be involved.
Understanding the jargon
Project management can feel overwhelming with all its acronyms and industry-specific terminology. You might encounter terms like PMBOK, Gantt charts, or SWMS. Make sure you fully understand any terminology being used by your client, as misinterpretations can lead to costly mistakes. If in doubt, don’t hesitate to ask for clarification.
Execution and monitoring
Once the project is underway, the focus shifts to execution and monitoring. This is where your planning pays off. The team must now work to deliver the agreed-upon deliverables, closely following the established project plan. One common mistake during execution is losing track of progress—consistent ‘check-ins’ are essential to ensure the project stays on course.
Monitoring tools such as Kanban boards, Gantt charts, or progress reports can help track the project’s status and ensure that any deviations from the plan are addressed quickly. If the project scope changes at any point (which is common), make sure you document these changes and have the client agree to them in writing to avoid disputes later.
Handling variations
Projects rarely go exactly as planned, and variations can arise for various reasons. Whether due to unforeseen circumstances or changes requested by the client, it’s important to manage variations properly. Make sure all changes are clearly documented and agreed upon in writing before they are implemented. This avoids disagreements over pricing and deliverables later on and helps ensure that everyone remains on the same page.
Closing the project
As the project draws to a close, the final step is project delivery. This is where everything is wrapped up, and the final product is delivered to the client. At this point, it’s a good idea to conduct a full review or audit of the project. Look at what went well and what could be improved for future projects. Comparing actual hours and material costs against what was originally tendered provides valuable insights for your next tender.
Additionally, communication throughout the project is crucial. Maintaining strong, consistent engagement with the client and stakeholders prevents miscommunication, which is often a leading cause of project failure. Closing out a project successfully involves ensuring all expectations were met and relationships with the client remain positive for future opportunities.
Conclusion
Winning a tender is just the first step in a longer process. Following a structured approach to project management, including gathering feedback, setting clear plans, monitoring progress, and effectively handling variations, will ensure you deliver on the contract and strengthen your position for future tenders. By maintaining clear communication and aligning with client expectations, you can complete the project successfully and build a foundation for continued success.
