Behind winning bids - managing key stakeholders and subject matter experts
One of the most overlooked, yet critical, parts of any successful bid is the coordination of key stakeholders and subject matter experts. They hold the knowledge that sets your bid apart, and it’s the bid writer or manager’s role to make sure that knowledge is captured, shaped and submitted in the most compelling way possible.
Bringing the right people in at the right time
Engaging stakeholders too late risks missed insights and rushed input. Engaging them too early, without direction, can cause confusion and duplication of effort. That’s why a structured, proactive and purposeful approach is recommended. From internal teams to external subject matter experts such as IT providers, subcontractors, architects and merchants, it is important to identify who needs to be involved and when.
A well-constructed bid plan should outline ownership of each section, with clear agendas for kick-off meetings that make the most of everyone’s time. By preparing contributors in advance, and being explicit about what we need from them, ambiguity is removed and avoids unnecessary back-and-forth later in the process.
Making it easy for experts to contribute
Subject matter experts are there to provide the technical know-how: the latest policies, standards, and best-practice methods that make a bid credible and competitive. But they are unlikely to have the perfect answer for the bid.
Take the time to interview them, extract the critical information, and translate it into persuasive, plain-English responses that align with scoring criteria. Build in feedback loops, allowing time for refinement while minimising disruption to their day jobs.
Holding people accountable
Successful bid management is rooted in accountability. Clear timelines, transparent action logs and agreed review dates keep everyone on track. Embed this into your project management approach from day one, aligning expectations and securing stakeholder buy-in early.
By making the process as painless as possible, you will increase engagement and get better input. A structured but flexible process ensures no section is left being scrambled together the day before submission.
The bid team are not the subject matter experts
This distinction is key. A bid or marketing teams expertise lies in pulling together information from a wide range of contributors and writing it for the bid, aligning the message to the clients’ requirements and evaluation criteria. But they rely on others for the detail that makes the response credible.
That’s why stakeholder engagement isn’t an add-on, it should be embedded into the bid process. And where gaps in technical input exist, reach out to trusted external experts to fill them. That could be input from the supply chain, specialist partners or third-party consultants. That additional perspective can make all the difference in securing a win.
Embedded bid process, better outcomes
At Stephen Alexander, we believe that strong bids are built on strong processes. Clear agendas, defined roles, built-in review points and stakeholder engagement underpin our approach.
Whether you're an owner-managed business or a bid team looking for an expert review, we tailor our support to your team and structure. Our aim is to become an extension of your business, delivering honest advice, drawing on decades of experience and giving you the best possible chance of winning.
Because great bids don’t just happen. They’re planned, managed and delivered with care. For more information speak to Stephen Timmins or Alex Footman.