Building a Bid Calendar for Your Shop: A Practical Guide

Running a manufacturing shop means juggling multiple priorities—production schedules, supply chain management, customer relationships, and often, winning new business through competitive bids. One of the most effective tools to stay organized and ensure you don’t miss out on opportunities is a bid calendar. In this post, we’ll walk through what a bid calendar is, why it’s important, and simple steps to build one tailored to your shop’s needs.

What Is a Bid Calendar?

A bid calendar is a schedule that tracks all upcoming bidding opportunities your shop is interested in. It includes key dates such as request for quote (RFQ) deadlines, proposal submission dates, follow-up deadlines, and internal review periods. Having this calendar helps you plan your resources, avoid last-minute rushes, and increase your chances of winning business.

Why Should Your Shop Use a Bid Calendar?

• Stay Organized: Keep all deadlines in one place, so nothing slips through the cracks.

• Improve Planning: Allocate time and resources more effectively, whether it’s a team review or purchasing parts.

• Enhance Accountability: Different team members know their responsibilities and deadlines.

• Reduce Stress: Avoid scrambling at the last minute, which can lead to mistakes or missed opportunities.

Steps to Build an Effective Bid Calendar

Follow these simple steps, and you’ll develop a tool that serves your shop well:

1. Gather Bid Opportunities

Start by collecting all upcoming RFQs and bids. Use sources like:

• Industry newsletters and trade associations

• Government procurement sites (like SAM.gov)

• Customer communications and sales team inputs

• Online bidding portals for private projects

Maintain a running list, noting down each opportunity’s posting date, submission deadline, and any related notes.

2. Choose Your Calendar Format

Decide how you want to keep your bid calendar. Options include:

• Spreadsheet: Simple and customizable. Use columns for date, opportunity name, client, details, responsible person, and status.

• Digital Calendar: Use tools like Google Calendar or Outlook for reminders and alerts.

• Physical Planner: A wall calendar or planner for teams who prefer paper.

Most small to mid-sized shops find spreadsheets or digital calendars easiest for flexibility and sharing.

3. Input Key Dates and Details

For each bid opportunity, record:

• Opportunity name and client

• Submission deadline

• Internal review or approval deadlines

• Pre-bid meetings or clarifications scheduled

• Assigned team members

This clarity helps everyone stay on the same page.

4. Set Reminders and Follow-Ups

Use calendar alerts to remind your team ahead of deadlines—ideally a week and a few days before. Also, plan follow-up steps post-submission, such as client follow-up or internal review meetings.

5. Regularly Review and Update

Keep your bid calendar dynamic. After each bid, review what worked and what didn’t. Update the calendar with new opportunities and past results.

Set a weekly or bi-weekly review session with your team to keep everything current and prep for upcoming bids.

Example of a Simple Bid Calendar Layout (Spreadsheet)

Final Tips

• Be realistic: Allocate enough time for each step—review, cost estimation, approval, and production prep.

• Involve the right team members: Sales, estimating, production—they all play a role in successful bids.

• Use technology: Simple tools like Google Calendar and Excel can be powerful when used consistently.

Conclusion

A well-built bid calendar isn’t just a scheduling tool; it’s a way to stay ahead, avoid last-minute stress, and improve your chances of winning new business. Take a little time now to gather your opportunities, choose your preferred calendar format, and build a system your whole shop can use. Your future bids—and your bottom line—will thank you.

If you’re interested in tools or templates to get started, check out resources like Smartsheet or simple Excel templates to customize for your shop.