Championing defence SMEs through bid writing workshops in collaboration with the SWRDSC

It has long been recognised that bid writing is an ‘art’ that takes time, dedication and skill to perfect. Large organisations normally approach the bidding process as a project and as such, will have specialist bid teams on hand, made up of writers, planners, technical experts, project managers and cost managers - each having a functional role and focus.

The reality for the SME community is that many simply will not have the resources to dedicate solely to a bidding process so, by responding to a bid, they will incur costs and move resources away from the ‘day to day’ business. Often, SMEs will not have established processes and specialist resources to call upon in the generation of a bid submission that would match larger organisations. The stakes for SMEs are therefore high and caution will be exercised when selecting the most viable bids to ensure they maximise resources and chances of success.

Giving SMEs a bidding chance

With this challenge in mind, on the 26 April 2023 we hosted a workshop at our Christchurch site for members of the South West Regional Defence and Security Cluster (SWRDSC). The aim of the session was to discuss the bid proposal writing process and share knowledge of how to better enhance the likelihood of success by drawing on experts from industry. The workshop allowed attendees to hear about some of the tips, tricks and tools that can be used to ultimately improve the chance of winning defence contracts.

The benefits of bid writing training are plentiful. The training was designed to help SMEs learn how to craft competitive and persuasive proposals that will clearly articulate ideas and value propositions to ultimately improve their chance of success. Other benefits of a well put together bid response include increased credibility in the eyes of the customer, a demonstration of commitment, understanding of requirements, and evidence the SME has the expertise to deliver.

Other skills covered during the session included project management, covering project planning, managing deadlines, and identification of risks and challenges – all of which are critical areas but often forgotten in bid responses.

Speaking about the session, Ryan Lilley – Business Development Manager at Evolve Dynamics – said: “The SWRDC bid writing course was an absolute goldmine of information. I am now armed with the tools and skills required to put our best foot forward in all future bids. In a competitive market where bids are scored objectively, bid writers need to understand how to navigate the intricacies and intangibles of proposal writing to showcase their product and come out on top. This course has helped to highlight that investing in bid writing education is as important as any other company investment.

“As an SME, these skills ensure that we can compete on a level playing field with the primes. Attending courses like this allows us to not only gain valuable skills but also to grow our network with like-minded individuals.”

These thoughts were echoed by David Jones, Principal & Marketing Director at ETC International College: “I found the session very practical and helpful. The trainers were very knowledgeable, experienced and approachable, and gave examples that were very appropriate to our context.

“There are multiple challenges and complications involved in successful bid writing. It is so important to fine tune your skills and hone your approach so as to win more business. Hopefully, this session will help to give me and my organisations the edge in what is a very competitive arena. I very much appreciate the seriousness with which BAE Systems takes its corporate social responsibility activities and how it supports the wider tech/SME ecosystem through workshops and training opportunities like this. Thank you to all involved.”

The importance of the SME ecosystem

SMEs play a critical role in driving innovation, creating jobs and boosting economic growth. They are often highly innovative and nimble, with the ability to offer fresh perspectives and solutions that may not be available within larger organisations. SMEs often have specific areas of expertise, and may be able to offer a higher level of quality and skill in a niche area which can result in a more specialised and customised service for customers with a focus on meeting their specific needs and requirements. Beyond innovation, collaborating with SMEs presents large organisations with the opportunity to diversify supply chains, mitigate risk and improve resilience in the face of unexpected events.

BAE Systems is investing in the SME ecosystem by seconding a representative to programme manage the SWRDSC, the first pan-defence and security cluster of its kind in the UK. Our investment will support the growth of the cluster, diversify the programme of events and help drive new routes into the defence and the security sector, with the aim of creating a more dynamic and innovative business environment that drives economic growth and job creation.

The SWRDSC is also a place where SMEs can connect, share knowledge and expertise with the aim to collaborate on future projects and learn from each other. Clusters are an important ally for SMEs beyond networking, and can provide a route to accessing funding and resources that may be too difficult to obtain individually. More regional clusters are starting to be set up throughout the UK and they’re taking the time to learn from the SWRDSC. This will ensure they are up and running with the knowledge and expertise gained over the past few years from the wider commitment to the Defence and Security Cluster. 

There is no doubt that bid writing is a skill with many different elements to consider when writing responses which, for small businesses that are already trying to do many things, can be overwhelming. Supporting the SME ecosystem is an important part of our mission. We will continue to share knowledge and ultimately help bring SMEs with us on the innovation journey, of which they are an integral part.

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