Lean Writing in Proposals and Tenders

Lean Writing: Maximising Every Word

If you are involved in bid writing, especially for government tenders, you may have come across the need for lean writing skills! Lean writing helps you create clear, concise proposals and tenders. It cuts out fluff and gets straight to the point. This approach can save time for both writers and readers - or can simply be a key tool when responding to highly restrictive and competitive public sector tenders.

In a recent LinkedIn post, our Managing Director, provides the example of a highly detailed and complex tender question, with a tiny word count limit to respond. This is when you really need to dust off the lean writing or lean bid writing skills.

"Please provide a detailed description of your company's approach to project management, including your methodology for planning, executing, monitoring, and controlling projects. Specifically, explain how you identify and mitigate potential risks, how you ensure effective communication among project stakeholders, and how you handle changes in project scope or timeline. Also, describe your process for quality assurance and quality control and provide examples of how you successfully applied these processes in past projects. Finally, discuss how you measure and report on project progress, and how you ensure that projects are completed on time, within budget, and to the required quality standards."
500 word limit. No supporting documentation.

Lean Writing Definition and Principles

Lean writing is about saying more with less. It is a type of business writing that focuses on cutting out unnecessary words and ideas. The main principles are:

1. Be direct
2. Use simple language
3. Stick to the facts
4. Organise information well

Lean writing aims to make your message easy to understand. It's not about using fancy words or long sentences. Instead, it's about being clear and to the point.

You should always ask: "Does this word or sentence add value?" If not, cut it out. This helps keep your writing tight and focused.

Lean Writing in the Context of Proposals and Tenders

In proposals and tenders, lean writing is crucial. You need to grab the reader's attention quickly. Your ideas must be clear and easy to follow.

Key tips for lean writing in proposals:

• Use bullet points for lists
• Break up text with headings
• Keep paragraphs short
• Use active voice
• Avoid jargon

Remember, the people reading your proposal are often busy. They don't have time to wade through pages of text. Lean writing helps you get your point across fast.

It's also about showing respect for the reader's time. By writing clearly and concisely, you make their job easier. This can give you an edge over wordy competitors.

Example of Lean Writing vs Expansive Writing

"Sell me this pen" - Wolf of Wall Street Example (but for bids...)

Lean Writing (Concise, Direct) Approach

This pen is designed for reliability and ease of use. Its smooth ink flow ensures a consistent writing experience without smudging, making it ideal for signing documents or taking quick notes. The sleek design fits comfortably in your hand, offering a professional look and feel. Built to last, it’s an affordable yet high-quality tool that performs when you need it most.

Expansive Writing (Detailed, Narrative) Approach

Picture yourself at a critical moment – signing an important contract or jotting down a key idea. You want a pen that doesn’t just write, but one that complements your professionalism. This pen delivers a smooth, consistent ink flow, ensuring your writing is always clear and smudge-free. The carefully crafted ergonomic design makes it comfortable for long writing sessions, while its sleek appearance exudes sophistication.

More than just a tool, this pen reflects your commitment to quality and reliability. Its durable construction means it will serve you over time, reducing the hassle of frequent replacements. The balanced weight provides control, making even the smallest notes feel precise and purposeful. It’s more than a pen – it’s an extension of your professionalism. At a reasonable price, it’s a smart investment in a tool that performs day after day.

Comparison:

• Lean Writing is compact and focuses on delivering the core message quickly, eliminating unnecessary words. It highlights the pen's reliability, smooth writing, and affordability in a clear, straightforward manner.
• Expansive Writing provides more context and appeals to the reader's emotions by describing specific scenarios and elaborating on the pen’s features, such as comfort, durability, and the sense of professionalism it conveys.

Lean Writing Comparison

Here’s a comparison between lean writing and expansive writing in the context of proposal writing or responding to tender documents, with a focus on techniques and tools used for each style:

In proposals with tight word counts or page restrictions, lean writing ensures compliance while delivering the core value. In proposals where more space is allowed, expansive writing can paint a broader picture, giving clients greater insight into the offering’s value and expertise.

Both approaches have their place depending on the proposal’s requirements and the client’s preferences.

Planning for a Lean Document

A lean document focuses on essential information and eliminates waste. It saves time for both writers and readers while maximising impact.

Understanding the Client's Needs

Start by carefully reading the tender requirements. Make a list of the key points the client wants to see. Talk to your team about the client's goals and challenges. This helps you tailor your response.

Look at past winning bids if available. They can give insights into what works well. Don't copy them, but use them as inspiration.

Ask questions if anything is unclear. It's better to clarify early than guess wrong. This shows the client you're engaged and thorough.

Prioritising Content

Rank information by importance to the client. Put the most crucial details first. This grabs attention and ensures key points aren't missed.

Use bullet points for lists of features or benefits. They're easy to scan and remember.

• Key benefit 1

• Key benefit 2

• Key benefit 3

Create a simple outline before writing. It helps you stay focused and avoid repetition. Cut any content that doesn't directly support your main points.

Streamlining the Workflow

Set up templates for common sections. They save time and keep your style consistent. Use shared online documents so team members can work together in real-time.

Assign clear roles and deadlines to each team member. This prevents duplication of effort and ensures all parts are finished on time.

Use tools like readability checkers to keep your writing clear and concise. They highlight complex sentences and suggest simpler alternatives. AI can also help here, with the right prompts, and using the suggested changes as a guide only.

Schedule regular check-ins to review progress. This helps catch any issues early and keeps everyone on track.

Writing Techniques for Clarity and Conciseness

Clear and concise writing is key for effective proposals and tenders. You can improve your writing by using active voice, choosing strong verbs, and cutting out unnecessary words.

Active Voice Usage

Active voice makes your writing more direct and engaging. It puts the subject first, showing who's doing the action. This creates a stronger impact and helps readers follow your ideas more easily.

Use: "We will complete the project"

Instead of: "The project will be completed by us"

Active voice often uses fewer words, making your writing more concise - nice and lean.

Try to spot passive voice in your drafts. Look for phrases like "was done by" or "were given to". Then rewrite them in active voice to boost clarity.

Powerful Verb Selection

Strong verbs add punch to your writing. They make your sentences more vivid and precise.

Instead of: "We will do a review"

Say: "We will analyse"

Rather than: "The team made improvements"

Write: "The team upgraded"

Avoid weak verbs like "be", "have", and "do" when possible. Replace them with more specific actions. This technique helps you cut down on extra words and paint a clearer picture for your readers.

Keep a list of powerful verbs handy when you write. This can help you quickly find the right word to express your ideas clearly.

Elimination of Redundancies

Cutting out extra words makes your writing clearer and easier to read. Look for phrases you can shorten. "Due to the fact that" can become "because". "In order to" can often be just "to".

Watch out for words that don't add meaning. "Very", "really", and "actually" often don't add much. Ask yourself if each word is needed. If not, cut it out.

Be on guard for repeated ideas. Sometimes we say the same thing twice in different ways. Pick the clearest version and delete the rest. This keeps your writing tight and focused.

Structuring Proposals and Tenders Effectively

A well-structured proposal is key to winning bids. It helps you present your ideas clearly and meet all requirements.

Creating an Outline

Start by making a basic outline. List the main sections you need to include. Look at the tender requirements to make sure you cover everything. Put the sections in a logical order. This might be:

1. Executive Summary
2. Company Background
3. Proposed Solution
4. Pricing
5. Timeline
6. Team Qualifications

Your outline will guide your writing and keep you on track. It also helps spot any gaps in your plan early on.

Organising Sections and Subsections

Break each main section into smaller parts. This makes your proposal easier to read and understand. For example, your 'Proposed Solution' section might include:

• Overview of approach
• Key features and benefits
• Implementation steps
• Expected outcomes

Use clear headings for each subsection. Make sure every part flows well into the next. This helps the reader follow your ideas easily.

Logical Flow of Information

Arrange your content in a way that makes sense. Start with the big picture and then give more details. For example:

1. Explain the problem or need
2. Present your solution
3. Show how you'll implement it
4. Discuss the benefits and outcomes

This approach helps the reader understand your proposal step by step. It builds a strong case for why they should choose you.

Use Headings and Bullet Points

Use headings to break up text and guide the reader. Make them clear and descriptive. For example:

• "Cost-Effective Solution" instead of just "Solution"
• "Experienced Project Team" instead of just "Team"

Bullet points are great for listing features, benefits, or steps. They make important info stand out. For example:

Our approach offers:

• Faster delivery times
• Lower costs
• Higher quality results

Keep bullet points short and to the point. This makes your proposal easy to scan and remember. This is how our bid writing services team are trained and one of the areas our quality assurance procedures check for.

Visual Elements in Lean Writing

Visual elements make proposals more engaging and easier to understand. They break up text and present complex information clearly. Take a look at our bid design services.

Incorporating Charts and Graphs

Charts and graphs can convey data quickly and effectively. Use them to highlight key statistics or trends relevant to your proposal. Bar charts work well for comparisons, while line graphs show changes over time.

Choose simple, clean designs that are easy to read. Label elements clearly and use contrasting colours for clarity.

Don't overload charts with too much information. Focus on the most important data points that support your message.

Using White Space Wisely

White space, or empty areas on the page, helps guide the reader's eye and prevents visual clutter. Use margins, line spacing, and paragraph breaks to create breathing room.

Group related content together and separate different sections with white space. This makes your proposal easier to scan and digest.

Avoid cramming too much text or graphics onto one page. A balanced layout with ample white space looks more professional and inviting.

Effective Formatting

Use formatting to organise information and emphasise key points. Bold text can highlight important phrases, while italics add emphasis.

Bullet points and numbered lists break down complex ideas into digestible chunks. Use them for steps, requirements, or key benefits.

Create a consistent heading structure to guide readers through your proposal. Use larger font sizes or different colours for main headings.

Tables can present data or comparisons neatly. Keep them simple with clear headings and minimal gridlines.

Editing and Revising for Lean Writing

Editing and revising are key steps in creating lean, impactful proposals and tenders. These processes help tighten your writing, remove unnecessary elements, and ensure your message is clear and persuasive.

Peer Review Strategies

Ask colleagues to review your work. Fresh eyes can spot issues you might miss. Set clear goals for reviewers, like checking for clarity or identifying redundant information.

Create a checklist of common problems to look out for. This might include:

• Overly complex sentences
• Jargon or unclear terminology
• Weak or passive language
• Unnecessary repetition

Use collaborative tools to streamline the review process. Online platforms allow multiple reviewers to comment and suggest changes simultaneously.

Encourage honest feedback. Be open to constructive criticism and willing to make changes based on reviewer input.

Precision Edits

Focus on making every word count. Remove filler words and phrases that don't add value. Common culprits include:

• "In order to"
• "The fact that"
• "It is important to note that"

Replace vague terms with specific, concrete language. Instead of "many benefits", list the exact advantages your solution offers.

Use active voice to make your writing more direct and engaging. For example, change "The project will be completed by our team" to "Our team will complete the project".

Aim for concise sentences. If a sentence exceeds 20 words, consider breaking it into two.

Consistency Checks

Ensure your proposal uses consistent terminology throughout. Create a style guide that includes:

• Preferred spellings
• Acronym usage
• Formatting rules

Use your client's language and terminology. This shows you understand their needs and can seamlessly integrate with their organisation.

Check that your headings and subheadings follow a logical structure and clearly answer the question or customer challenge. They should clearly guide the reader through your proposal.

Verify that all claims and figures are accurate and up-to-date. Inconsistent or outdated information can damage your credibility.