Thursday, October 4, 2018
Closing Out a Bid Properly
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Updated September 2026: in 2018 I wrote about finishing a weekend bid despite tool problems, then chasing the delivery expert for the final submitted deck, as my team's process required, and hoping for some recognition. I have rewritten it into advice on closing out a bid properly.
I worked from home over a weekend with my office Skype not connecting, signing in from my personal laptop and sharing screens over WebEx. I still finished the deck and met the onsite account team's expectations. It was submitted to the client early the following week. Our team's standard process was to get the final version from the delivery expert, so I asked him for it. Another weekend came, and he said he would send it then. I went to my home town and checked mail now and then, hoping for the final deck or some note recognising my work.
Why keep the final submitted version?
Because it is the version the client holds you to. If the deal is won, delivery will be measured against it. If it is lost, the final version is what you learn from. Drafts are not enough.
What should a bid close-out include?
- The final submitted documents: stored where the team can find them.
- Client questions and answers: as issued.
- Key assumptions and estimates: with who approved them.
- Short lessons learned: what went well, what to change.
- Reusable content: added to the team's library.
How do you get the final version from a busy expert?
Ask the account team instead, since they submitted it. If the expert must send it, ask for a specific date and remind them once, briefly.
Should you expect recognition after a bid?
It is nice when it comes, but do not wait for it. Send your manager a short summary of your contribution after submission. That record is more useful than a hoped-for mail.
What does a good close-out save?
Time on the next bid for the same client, and arguments later about what was promised.
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