Lesson 2: About Your Organisation

Company Profile 

Having a well-written company or corporate profile serves many great purposes for an organisation or business. It can be used as a marketing tool to attract investors and clients who might be interested in your company’s products or services.  

Or, it can be used to distribute to the media, the community and any other stakeholders who might be interested in understanding more about your company.  

Elements to Include 

There is no hard and fast rule when it comes to writing a company profile. Your company profile is about your business. When writing your profile, consider including the following information:  

  • Put the basic information first 
  • Your company’s ideas 
  • Specific details   
  • Services 
  • Capability and experience 
  • Social responsibility 
  • Why your company is best   

Of course, this isn’t a complete list. Your company profile might need to cover other subject areas too. Just remember that the key questions you want to be asking yourself when writing your company profile are, “What makes us stand-out from the rest?” and, “What makes us memorable?” 

Your aim for writing your company profile is to lift your organisation’s image and raise its credibility (so it’s okay to boast a little bit about your company and its achievements, everyone does it!)  

Additionally, some Requests for Tender (RFT) require the following information, which may be included in your company profile (although many of these items are usually requested in specific parts of the tender response):  

  • Business objectives and/or mission statement 
  • A list of current, as well as major clients and the industries you service 
  • Technology solution 
  • Customer service 
  • Commitment to environmental sustainability, health and safety 
  • Business continuity 
  • Pricing structure and offering 

Including a full company profile would be outside the scope of the response. However, you could provide this as supporting documentation.   

Company Synergy 

Company synergy is a great way to show you understand your client and demonstrate how you align with their organisation. If you have the material or the ability to research the client, then you can include the following information: 

  • Evidence you understand the client’s environment and requirements 
  • Show how you are compatible with the client’s values and code of conduct 
  • If the client is a high profile organisation or government department, provide evidence that your image is consistent with their values and profile 

Company synergy is so important because it shows the client how you have interpreted their needs from the documentation. It offers you a platform to describe your products and/or services and how they benefit the client based on their unique requirements.  

Company Details 

Your company details are also an important part of the tender writing process. They provide the client with a snapshot of who to contact for further information. 

A ‘Tenderer Details’ page is quite common in most tenders. It’s important you make sure all the information is accurate and relevant as this information can be used to conduct credit and financial assessments on your company. 

Organisation Structure 

Your organisation structure can be two-fold. This section will talk about your organisation structure for normal business activities and, the organisational structure is about the proposed structure for the delivery of services for the client. As you can see, they can be completely different! 

Firstly, let’s talk about your ‘normal’ organisation chart. This is a diagram that details the relationship between managers and staff. If you have several offices located in different areas, it might be a good idea to provide an organisation chart for each office, as well as one for the entire organisation. This chart should represent your business and how you operate, highlighting key reporting relationships and roles across your business. 

Here is an example of an organisation chart for Dawtek – it’s simple and easy to understand. Even as a small business, I’m trying to demonstrate I have the resources to manage the contract and also provide support and continuity to the contract. 

Infrastructure 

For starters, you can’t just run a company without a road map or an infrastructure plan which involves three things: business operations, process and human resources. 

You organisations infrastructure consists of the following elements: 

  • Your locations (head office and satellite offices) 
  • Your management systems 
  • Equipment and plant used to deliver your services 
  • Your people and your processes. 

When asked to describe your business infrastructure, describe all the locations, tools, systems, equipment and people you use to run your daily operations. 

An option can be including a map(s) that highlight your office locations, if you have more than one.