How do you create a winning plan of action?

A plan of action is a crucial part of a bid for a tender. It describes in detail how you plan to carry out the contract and gives the contracting authority insight into your approach, methodology and capabilities. A well-written plan of action is compelling, detailed and tailored to the specific requirements and wishes of the contracting party. It can make the difference between winning or losing a tender.

What is a plan of action?

A plan of action is a document in which you, the bidder, explain how you will perform the contract, what steps you will take, and how you will ensure that the desired results are achieved. It includes information about the method of operation, schedule, risks, quality assurance and the people involved in the project. A strong plan of action aligns with the contracting authority's award criteria and goals and demonstrates that your company is the right party to successfully execute the contract.

Why is a good plan of action important?

A plan of action is often one of the most important documents in a bid. It shows that you understand the contract, that you have the right resources and expertise, and that you have a solid strategy to bring the contract to a successful conclusion. In addition, it helps the contracting authority determine whether your tender not only meets the technical requirements, but also scores well on other aspects such as quality and risk management.

Elements of a winning plan of action:

• Project Overview and Objectives: Begin with a brief summary of the project and objectives as described in the tender documents. Demonstrate that you understand what the procuring entity wants to achieve and explain how your approach aligns with it.
• Implementation Strategy: Describe how you will implement the project from inception to completion. Consider the phasing of the project, the methodology you will use, and the key steps you will take. Make sure the strategy aligns well with the criteria in the selection guide.
• Planning and timelines: Present a detailed schedule with milestones, deadlines and interim deliverables. A visual overview such as a Gantt chart can help. The schedule should be realistic and show that you can complete the assignment within the specified time frame.
• Quality assurance: Show how you monitor and ensure the quality of the work. One way to do this is to include quality controls, audits and feedback moments in the schedule. Quality assurance is often an important part of the EMVI elaboration.
• Risk management: Conduct a thorough risk analysis and describe the potential risks you have identified, how you will manage them and what measures you will take to prevent problems. A strong risk management plan gives confidence to the contracting officer that you are able to deal with unforeseen circumstances.
• Roles and responsibilities: Make clear who is involved in the project and what roles they perform. Describe the qualifications and experience of key team members, such as the project leader, technical specialists and quality managers. This helps show the contracting authority that you have the right team in place.
• Communication and Cooperation: Explain how you will organize communication and cooperation with the contracting authority and other parties involved. Good communication is crucial to the smooth running of the project and helps to resolve any problems quickly.
• Innovation and added value: Highlight how your approach stands out from the competition and what additional value you offer. This can range from innovative solutions to sustainable methods that contribute to better project outcomes. When doing so, emphasize your USPs (Unique Selling Points).

Tips for writing a winning plan of action:

• Keep it clear and concise: Provide a logical structure and avoid jargon. Use clear headings and short paragraphs to increase readability.
• Align with award criteria: Check that all parts of the plan of action align with the award criteria and that your strategy convinces the evaluators.
• Use examples and references: Substantiate your approach with examples of previous successful projects and use references to demonstrate your reliability and expertise.
• Add visual elements: Charts, tables and diagrams can help present complex information clearly and make your plan of action more appealing to read.
• Be proactive in risk management: Don't just describe the risks, but demonstrate that you have concrete measures in place to address and minimize them.

Common mistakes when writing an action plan:

• Too much focus on technical details: Keep the focus on the strategy and the value you offer rather than elaborating in detail on technical specifications that are not directly relevant to decision makers.
• Lack of customer focus: Make sure your plan of action describes not only what you will do, but also how it supports the contracting agency's goals.
• Unrealistic planning: Avoid overly optimistic timelines that are difficult to achieve, as this can undermine the contracting authority's confidence.

Conclusion: How do you create a winning plan of action?

A winning plan of action requires a strategic approach in which you clearly demonstrate how you will execute the contract, what added value you will provide and how you will manage any risks. By presenting a well-structured and compelling plan, you increase the likelihood that your bid will come out on top. Make sure your plan is clear, well aligned with the requirements and award criteria, and that it convincingly highlights your approach and expertise.