Capture Management Expert Reveals All: Q&A With a Senior Bid Writer

27th April 2022

Learn about capture management with our Senior Bid Writer, Robyn Crawford

Are you ready to learn about capture management? Here at Hudson Succeed, our Bid Writers utilise this process day in, day out. It’s safe to say, it’s an important part of the tendering process!

If you don’t know what it means just yet, then you’re in luck! We sat down with Robyn Crawford, our Senior Bid Writer, to ask some questions about the capture management process. Here’s what she had to say…

What is capture management?   

Capture management gives the client an advantage when they tender for work. Through this process, we capture key information about the buyer, including their objectives and requirements.

We’ll also look at the client’s experience. We extract information from our clients about their organisational experience and any previous or current contracts they’re working on. Once we have this information, we develop three case studies that are specific to the opportunity they’re bidding for.

A key part of capture management is competitor analysis. For example, at Hudson, we support our clients by identifying competitors within their industry. This is helpful, as they’re most likely to be tendering for the same contracts. With this information, we complete a SWOT analysis. We look at the competitor’s strengths, weaknesses, opportunities, and threats.

After evaluating the potential competition, we work with our clients to develop at least three win themes and their USPs.

What do you do with this information?

Once we have this information from our clients, we start to develop a written solution. This can involve, but certainly isn’t limited to:

  • The end-to-end service they’ll provide
  • Supply chain experience
  • Skillsets of any key personnel
  • Training
  • Service delivery
  • Benefits
  • Risk management
  • Quality assurance
  • KPIs and performance measures
  • Social value
  • Innovation.

Alongside this, we also identify and explain any risks that our clients might face if they proceed with the tender. This could be areas that require improvement in order to see success.

Does it have a purpose? 

Capture management is designed to help the client prepare for bid release and enhance the quality of the submission. Ultimately, we want to do everything we can to improve their chances of success.

What are the main benefits of capture management?

First and foremost, capture management will raise the overall win probability. It allows us to enhance the quality of our client’s tender responses, giving them the best chance of success.

However, there are certain benefits that are often overlooked, but they’re just as important for our clients. Capture management allows for clear opportunity clarification. With this process, our clients can assess whether a tender opportunity is right for them. For example, we can use the information gathered during capture management and evaluate it against the tender specifications.

The pressure of working on a live bid reduces by using this process to prepare for the bid. This is because we already have everything in place to produce a high-quality submission.

Not only that, but it provides an opportunity to develop high-level solutions, including supply chains and sub-contract agreements. The extra time is also useful for submitting any questions within the clarification window.

Finally, capture management is a great opportunity to build strong, long-lasting relationships with the client. By learning about their business experience, they can rest assured that we’re fully prepared to produce a winning tender response.  As a result, they’re more likely to trust us with future bidding opportunities.

What is a Capture Manager?

A Capture Manager is the person responsible for the research, analysis and strategy involved in the capture management process. However, this role will look different in every company, and generally depends on the size of the organisation. Some businesses might have a dedicated Capture Manager that works on every project. On the other hand, in some companies, Bid Writers or Bid Managers will be responsible for this process.

Generally, a Capture Manager’s responsibilities could include:

  • Researching the tender opportunity
  • Researching the contracting authority
  • Competitor analysis
  • SWOT assessments
  • Solution planning
  • Risk analysis
  • Capture and Bid Team coordination
  • Overseeing the bid strategy, pricing and review process
  • Creating and executing a capture plan
  • Reviewing the final tender proposal.

When should capture management start?

Ideally, capture management will start as soon as the client identifies an opportunity they’d like to go for. It’s important for making the bid or no-bid decision and can streamline the entire tendering process.

Capture management is a long and detailed process and should be used for complex and must-win opportunities. It’s particularly common for government and public sector contracts.

That being said, capture management is still a useful tool for smaller, routine tendering opportunities. Generally, for these contracts, we can adopt an abbreviated capture management process, if that’s what the client requires. However, we spend as much or as little time on the process as is necessary to increase the client’s chances of success.

It’s recommended to start the process as early as possible, as this gives the client the best chance of winning. Starting the process too late could mean there isn’t enough time to capture all the necessary information. So, wherever possible, it’s important to get ahead.

What steps are involved in the capture management process?

Generally, the capture management process can be broken down into five steps. These include:

  1. Identifying the opportunity

The process begins with the client approaching us about a tender opportunity they’re interested in.

  1. Exploring the client’s needs

Next, we evaluate the client’s needs and goals. It’s important to do this early in the process, as this will inform the next step.

  1. Determining if the opportunity is suitable

After we’ve assessed the client’s requirements and goals, we’ll look at the opportunity in more detail. This will involve researching the buyer, reading through the tender documents, and evaluating the client against the criteria. We’ll also perform a competitor analysis to see which other businesses are likely to be bidding for the tender. With this information, we can inform the client about whether we believe the opportunity is suitable or not.

  1. Win themes, USPs and case studies

Next, we’ll work with the client to identify at least three win themes and their USPs. Basically, at this stage, we use the information gathered during capture management to assess why they’re better than their competition.

Using the client’s contract examples, we’ll also produce relevant case studies that will demonstrate their experience.

  1. Produce a tender response

Finally, using all this information and with the client’s technical input, we can produce a winning tender response. 

What do you think is the most important part of the capture management process?  

The most important part of the process is the beginning stage, when the client identifies an opportunity. After all, this decision influences the rest of the process. It defines what the client needs to capture, audits what they already have, and helps design the capture remit.

In summary

Capture management gives suppliers an advantage when they tender for work. Ultimately, it gives them the best chance of achieving success with their tendering efforts. During capture management, our Bid Writers look at:

  • Buyer objectives and requirements
  • Client experience
  • Competitor analysis
  • USPs
  • Win themes
  • Solutions
  • Risks.

The main benefits of capture management are:

  • Increases win probability
  • Enhances tender responses
  • Reduced pressure
  • More time
  • High-level solutions.

Ideally, successful capture management will start as soon as the client identifies an opportunity. The earlier you can get into the process, the better!

How Hudson Succeed can help increase your chances of success

Still have questions about the capture management process? Why not call our Bid Writing Consultants? We’re always happy to help!

We have over 60 years of bid writing experience and an 87% success rate. Whether you’re completely new to tendering or aren’t seeing results – we can help. There are four bid writing packages available:

  • Tender Writing

Once you’ve found a tender you’d like to go for, send it over to us. One of our Bid Writers will write the tender response for you. We’ll provide a full Tender Writing breakdown and even submit it on your behalf.

  • Tender Mentor

Tender Mentor can give your tender response a once over before you submit. Our Bid Writing Team will analyse your response, notifying you of any errors and opportunities for improvements prior to submission.

  • Tender Ready

During the Tender Ready service, our team will create professional policies, procedures, and case studies in your company branding. If you already have this content, we will review everything carefully to ensure that nothing is missed. This service also helps businesses who are new to tendering with terminology and industry knowledge.

  • Tender Improvement

The Tender Improvement package can help those who have tendered before but aren’t seeing results. Our Bid Writers will assess your previous responses and work with you to develop improved content.

Get in touch to find out how we can help your business grow.

Need help searching for tenders?

Now it’s time to find a contract opportunity for your company!

You may be wondering where you can find a tender for your business. There’s no shortage of websites offering multi-sector tendering opportunities and leads.

Ideally, you should be searching for a sector-specific site that posts all unique, public and private sector opportunities.

Our sister company, Hudson Discover, has 11 sector-specific tendering portals.  One centralised and easy-to-navigate portal can help you save time, streamlining the process.

Once signed up, you’ll have access to your own dedicated Account Manager. They’ll be able to answer any questions you may have about public sector contracts. You’ll also get an email alert when new and relevant tenders are uploaded to your sector.

A subscription to one of our industry-specific portals will include: 

  • Unlimited portal access. You can browse your industry’s portal to your heart’s content. See the hundreds of opportunities that are available, intuitively categorised and easily accessible.
  • A daily email bulletin. When you sign up to a portal, you’ll receive an email alert when new tenders are uploaded.
  • A dedicated Account Manager. They’ll handle any questions or queries you may have about the portal.
  • A free 20-minute phone consultation with a Bid Writer. Our expert bid consultants will chat with you about anything tender related.

What opportunities can I expect from a tender search on a Hudson Discover portal?

We host all kinds of tenders in both the public and private sectors. These are inclusive of, but aren’t limited to:

Discover Elite

If you want to streamline the process even further, you can sign up to Discover Elite via your chosen portal. With this service, a dedicated Account Manager will find live bids on your behalf. They’ll speak with you weekly to discuss opportunities that may interest you. This is especially helpful for those with little time to spare due to busy schedules.


Our support doesn’t end there! Our creative content agency, Vocal, are on hand to help.

The Vocal Team are not afraid to stand up and be heard. And we make sure our clients aren’t either! From small, micro businesses to large organisations, we are vocal about the things that make your business unique.

Our creative service is dedicated to growing your business through striking and thought-provoking content. We’ll take your bid and give it a complete makeover. With professionally designed tender documents, you’re sure to make an impression on the buyer!

Our team specialise in six areas, including:

If you’d like to know more about what we can do for your business, introduce yourself to the team!

Contact us to find out more!

Find more helpful tips and advice in our blogs. We cover topics including:   

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