This presentation establishes the understanding of bid management and a common strategy for processes, routines and tools for bid management processes in all countries for a Nordic corporation. I also touch upon risk evalutation and a few examples

1. Common strategy, routines
and compliance procedures
for bid processes for a
Nordic Company
Don’t hesitate to contact me on 488 96 379 eller
jan.thorsnas@gmail.com for additional information.
More information about me on www.linkedin.com/in/jan-thorsnas/
1

2. THE BID
MANAGEMENT
PROCESS
Summary of the previous discussion on the
next slide: 2

3. Bid management is:
3
Step 3 - Hand over
Improve & simplify customer
experience & hand over. Improve
and simplify future efforts
Step 1 - Search and qualify
Identify, monitor and qualify leads
to improve results and hit rate
Step 2 - Documentation
and templates
Standard documentation, templates,
tools & routines to improve & simplify
writing successful bids
Workflows and coordination
...Supported by an underlying process, to improve, simplify and sign off the effort to a successful result
Bid phases:

4. KEYS TO
SUCCESS
4
In order to succeed we need a plan and
involvement of the teams and stakeholders

5. KEYS TO SUCCESS PART 1 - To make a plan
✓ See if we have successful practices in any of the teams,
before we introduce something brand new
✓ What is possible and sensible to standardize
✓ Prioritize what is most important to reach our goals
✓ Where can we secure some quick, easy wins
✓ Make prioritized, incremental steps
5

6. KEYS TO SUCCESS PART 2 - Teams & stakeholders
✓ Team up with the bid teams and stakeholders
✓ Get aligned with management & important stakeholders’
goals and priorities
✓ Keep people on board by building personal relations and
supporting them doing their job and reaching their goals
6
What are the strengths of the teams in the 4 countries?

7. MAKE A PLAN
BASED ON
INVOLVEMENT
A FRAMEWORK TO STRUCTURE INFORMATION
AND PRIORITIZE GOALS
7

8. A PLAN TO GET STARTED ON 1 SLIDE - ZOOM OUT
Teams
Tasks
Norway Sweden Denmark Finland
Search &
Qualify
Documentation &
templates
Hand Over
Work flows &
coordination
8Let’s zoom in on search, documentation, hand over and processes

9. PLAN TO GET STARTED, SLIDE 1 OF 4 - ZOOM IN
Search & qualify
Norway Sweden Denmark Finland
Structured &
shared Q&A CRM
Questionnaire template / routine & your CRM tool of choice
Can be cold calls, events, social media, inbound etc.
Sourcing tools Mercell, Visma Opic, others? Visma Opic?
Others?
Visma Opic
Others?
Go/No-go
sign-off routine
Documented template / routine for sign off
Other?
9Signal Green=Standardize, Light Green=May be standardize

10. Documentation and templates
Norway Sweden Denmark Finland
Standard contracts/
appendices
How do you work with contracts, appendices and translations?
Std Price sheets? Can you tell me more how do you work with pricing?
Shared RFP Q&A tool Share, reuse & QA of RFP answers Language
Reference base Shared, updated reference base
Compliance Most are standard, some are country specific?
Other?
10
PLAN TO GET STARTED, 2 OF 4 SLIDES - ZOOM IN
Can we improve and simplify our effort?

11. Hand over
Norway Sweden Denmark Finland
Standard contracts/
appendices
The right degree of standardization and simplification, improves
hand over, customer care and handling of contractual issues
Standard Price
sheets?
Right degree of standardization and simplification, improves
hand over and increases sales and customer satisfaction
Customer portal with
contracts, prices etc?
Do you have a customer portal? Language
Update Q&As in CRM Update information about when contract expires
11
PLAN TO GET STARTED SLIDE 3 OF 4 - ZOOM IN

12. Workflow and coordination
Norway Sweden Denmark Finland
Team & Stakeholders Can you tell me more about the team, roles and stakeholders?
Suppliers & partners How do you work with suppliers and partners?
Easy to use
PM tool
Do you use a tool for distributing tasks, set deadline and basic
project management?
Cross country forum
& meetings
Video conference tool/physical meetings etc.
sign-off routine Documented template / routine for sign off
Other? 12
PLAN TO GET STARTED SLIDE 4 OF 4 - ZOOM IN

13. EVALUATION OF BID RISK - is the request related?
Existing
market
Related
Market
Brand new
market
Existing product Very low risk
Related product
Brand new product Very High
risk
Do you master the requested functionality?
Do you have industry references & local references?

14. SUMMARY
Norway Sweden Denmark Finland
1) Search &
Evaluate
2) Work flows &
coordination
3) Documentation
& templates
4) Hand Over
14Let’s move over to the flip-over and try to identify some examples

15. THANK YOU!
15
Questions?
You reach me at:
▪ e-mail: jan.thorsnas@gmail.com
▪ phone: +47 488 96 379
▪ Linkedin: www.linkedin.com/in/jan-thorsnas/

16. Extra: SOME
EXAMPLES
SOME PRACTICES, TOOLS AND EXAMPLES
FROM THE PAST THAT MIGHT BE OF USE
16

17. SEARCH AND
QUALIFY
17

18. EXAMPLES OF LEAD Q&As FOR CRM SYSTEM
▪ Who is the decision maker
▪ When is your contract up for renewal
▪ Who is your current supplier
▪ What are your pains with your current provider
▪ What will it take for you change supplier
▪ What prices and services your current supplier provide
18
Other questions anyone? Are Q&As shared? Can
we learn from other teams?

19. EXAMPLES, CHECK OFF QUESTIONS FOR GO/NO-GO
▪ Check CRM & Sourcing tool
▪ Current & future potential
▪ Risk and uncertainties
▪ Relationship with client
▪ Unique value proposition
▪ Involve all stakeholders
19
Involve all stakeholders. Decide Go/no-go early.
Ensure commitment. Discuss former experiences
▪ Relevant References
▪ Assistance partners
▪ Compliance with RFP &
qualification criterias
▪ Re-read RFP docs
▪ Time and effort needed

20. DOCUMENT-
ATION AND
SIGN OFF
20

21. WHAT CONTRACTS ARE USED?
▪ Per country or Centralized (legislation, translation)?
▪ SSA or other product, vertical or country based
standard contracts ?
▪ Appendices standard regardless of general contract?
▪ Standard changes to certain standard agreements?
21
Are common standard changes pre approved?
Are standard contracts held up to date by legal?

22. DO YOU HAVE A RFP Q&A TOOL?
▪ Simplify sharing, reusing and QA of RFP answers
▪ Simplify including of screen dumps and graphics
▪ Simplify collaboration and project management
▪ Simplify generating standard bid documents
▪ Dashboard for overview of project status
22

23. MAINTAIN A SHARED REFERENCE BASE?
▪ Reference cases can be produced fast and
professional with a updated base of customer cases
▪ Especially for pre-qualifications and framework
agreements I have experienced this to be crucial
▪ Include value, contact info, time frame, why relevant
(product, vertical, country, value, type of use…)
23

24. WORK FLOWS
AND
COORDINATION
24

25. WHAT SIGN OFF TICK OFFS TENDS TO CASE ISSUES?
▪ QA price quotes
▪ Delivery time
▪ Project estimates
▪ Overlooked requirements
25
Get early start. Sign off all you can in go/no-go sign
off. Update sign-off routine according to experience
▪ Time spent on proposal
▪ Issues with partners
▪ Non standard requirements
▪ Overlooked something in
initial go/no-go sign off