What is a strategy session?

A strategy session is a structured meeting where the tender team comes together to discuss and develop the approach for a specific tender or tender. The purpose of a strategy session is to formulate a clear and effective strategy that will increase your chances of winning the tender. This may include: identifying the key award criteria, developing a plan of action, and determining the USPs (Unique Selling Points) that differentiate your offer from the competition.

Why is a strategy session important?

A strategy session helps the team jointly define the tender strategy and ensure that everyone is on the same page. It allows you to thoroughly discuss the key points of the tender, identify potential risks and define an effective approach. By holding a strategy session early in the process, you can avoid pitfalls, leverage your team's strengths, and ensure that your tender fully meets the requirements and expectations of the contracting authority.

Benefits of a strategy session:

• Joint decision-making: A strategy session brings together different perspectives and ensures that all important aspects of enrollment are discussed.
• Risk analysis: The strategy session allows the team to identify potential risks and discuss how they can be managed, which is consistent with the project's risk management strategy.
• Focus on quality: By focusing jointly on the EMVI criteria and other award criteria, you can ensure that the tender is not only technically compliant, but also strategically strong.
• Team cohesion and engagement: A strategy session increases team engagement and ensures that everyone feels ownership of the strategy, leading to more coordinated and consistent enrollment.

How do you conduct an effective strategy session?

Preparation:

Make sure you start the strategy session well prepared. This means that you have thoroughly gone through the tender documents, such as the selection guide and award criteria. Also prepare an agenda that identifies key topics, such as the objectives of the tender, the SWOT analysis of your position relative to competitors, and the development of your plan of action.

Involve the right people:

Invite key stakeholders, such as your tender team, project managers, sales, and technical experts. Make sure all necessary expertise is at the table to develop a well-rounded strategy.

Define award criteria and focal points:

Discuss the award criteria and determine what you need to focus on to get the highest score. Make sure the focus is not only on price, but also on qualitative aspects that will make your bid stronger.

Identify risks and opportunities:

Use the session to identify potential risks and discuss how to manage them. Consider market risks, technical challenges, or capacity issues. A strong risk analysis can differentiate your enrollment.

Formulate USPs and key messages:

Determine what unique advantages your offer has over competitors and how best to present them in the entry. Make sure your key messages are clear and consistent in all parts of the entry.

Agree on responsibilities and deadlines:

Assign tasks and responsibilities to team members and set clear deadlines. This ensures organized and structured execution of the strategy discussed in the session.

Common mistakes during strategy sessions and how to avoid them

• Lack of preparation: Without thorough preparation, a strategy session can be messy and produce few results. Make sure all participants are well-versed in the procurement documents and that there is a clear agenda.
• Remain too broad or vague: During the session, focus on concrete actions and decisions rather than general discussions. Make the strategy specific and focused on the award criteria.
• Don't listen to all voices: Get everyone to speak, especially the experts who often have valuable insights. One-sided discussions often lead to a less balanced strategy.
• No follow-up: Without clear action items and responsibilities, the strategy remains stuck in the session itself. Follow up immediately after the session with tasks and a plan of action.

Conclusion: What is a strategy session and why is it important?

A strategy session is an essential part of preparing for a tender. It helps your team focus on strategy, manage risks and prepare a convincing tender that meets the contracting authority's requirements. By leveraging the input of the entire team and making clear agreements, you significantly increase your chances of a successful tender.