013: Post-Submission Follow-Up

Darian Macey

Welcome to Episode 13 of Mastering Defence Infrastructure, the podcast that helps you navigate the nuances of this unique sector with clarity and confidence. Whether you're a DECNet Pro member working through the 30-week course or just tuning in via Spotify or Apple Podcasts, we’re glad to have you here.

Jessica Bottlebrush

Yeah, no matter where you are on your Defence journey, this episode's got something for you. Hey, quick recap—Phase 3 has been packed so far, hasn’t it?

Darian Macey

Indeed. In this phase, we’ve been deeply focused on Business Development and Market Positioning. We started by tackling the Sales Funnel and conducting a thorough Relationship Audit. In dissecting these frameworks, we uncovered the five critical stages of Defence business development and explored tools to identify and address key gaps in professional relationships.

Jessica Bottlebrush

And then we pivoted to outreach! We covered ways to connect with new Defence contacts such as cold calls, emails, LinkedIn. Plus, we shared practical tips on building credibility, like using testimonials, case studies, and thought leadership. It’s been super hands-on so far.

Darian Macey

Exactly. And this week's focus fits seamlessly into that narrative. Post-submission follow-up—the often-overlooked phase—is as vital as any other step in the business development cycle. We'll explore its nuances throughout the episode.

Darian Macey

Building credibility and making an impact doesn’t stop after outreach—it extends into how you handle post-submission follow-ups. When a tender is submitted, many firms mistakenly believe their role in the process is finished. But really, submission is just the beginning of an equally critical phase—follow-up. The unfortunate reality is that nearly half of firms give up after just one follow-up attempt. Think about the lost opportunities in that approach—it's staggering.

Jessica Bottlebrush

It’s like leaving the table before the meal’s even served, y’know? I mean, why wouldn’t you follow up? The Defence sector’s procurement timelines are long and formal, sure, but that’s even more reason to stay visible. Otherwise, you’re risking months of wasted effort.

Darian Macey

Exactly. Staying visible and showing commitment is paramount, especially in Defence where communication gaps during the evaluation phase are common. Persistent, professional follow-up signals to the client that you consider their decision important and you're genuinely interested. It’s not about pestering—it’s about reminding them of the value you'll bring to their project.

Jessica Bottlebrush

Oh, totally. That reminds me of a project I was on up in the Northern Territory. We submitted what I thought was a rock-solid bid, but there was silence for weeks. Instead of waiting around, our team did a quick, polite follow-up just to touch base. Turns out, they’d had some questions about our environmental management plan that nobody flagged.

Darian Macey

And those questions could've sunk the submission had you not checked in, right?

Jessica Bottlebrush

Exactly! Not only did we answer their questions, but it opened up a whole new dialogue. We got feedback on our submission right then and there, which actually helped us secure a contract extension later. One email changed everything. Crazy, huh?

Darian Macey

That’s a perfect example of what we mean when we say follow-up isn’t just a courtesy—it’s a strategy. A well-timed check-in can provide clarity, confirm next steps, or fix misconceptions before a decision is made. And even when you don’t win, follow-ups still matter. Requesting a debrief teaches you how to improve for future outcomes.

Jessica Bottlebrush

Right. It’s about turning even a “no” into a learning opportunity. But, man, it’s shocking how many people don’t even bother to follow up. Like, crazy shocking.

Darian Macey

It is. And this lack of persistence often leaves a negative impression. Defence decision-makers tend to note which firms exhibit professionalism and initiative versus those that simply vanish post-submission.

Jessica Bottlebrush

Right, so we know follow-up is critical—but let’s talk about timing, because that seems to trip a lot of people up. When exactly is the *right* moment to send that first follow-up? You don’t want to seem way too eager, but waiting too long risks losing momentum. What’s the sweet spot?

Darian Macey

Great question. Timing is everything. An immediate confirmation email, ideally sent within 24 hours of your submission, is crucial. It lets the client know you’ve lodged your proposal successfully and reinforces your commitment to the opportunity. But that’s just step one.

Jessica Bottlebrush

And then, what—a week later maybe? Like, “Hey, just checking if you need anything!”

Darian Macey

Essentially. About a week after the submission deadline—or the expected decision date, if one’s been provided—is a good time for a polite check-in. It’s a chance to reaffirm your interest and inquire if any additional information is required. What’s key here is balancing persistence with respect for their process.

Jessica Bottlebrush

Oh, yeah. Nobody wants to be that person that’s like, “Hey, did you get my email?” ten times in a row, right? That’s *not* the vibe we’re going for.

Darian Macey

Exactly. You’ve got to be seen as professional, not pushy. Subsequent follow-ups should then be spaced out—maybe every one to two weeks, depending on the nature of the tender. Always provide a reason for reaching out, even if it’s just to confirm timelines or offer assistance.

Jessica Bottlebrush

Wait, offer assistance? Like, how? You’ve already submitted your bid—what else can you do?

Darian Macey

Good point. Think about it like this—each follow-up is an opportunity to add value. For instance, you might share a relevant success story or insight from a similar project. The idea is to subtly remind them of your expertise and keep the dialogue alive without being intrusive.

Jessica Bottlebrush

Ohh, yeah, that makes total sense. Like, you’re not just asking, “Any updates?” You’re giving them something useful they didn’t even know they needed. That’s smart.

Darian Macey

Precisely. And sometimes, it’s about switching up your methods. I remember during the PDS contract, there was a client who went radio silent. Emails weren’t getting through, so I tried a simple LinkedIn message. Not only did they respond, but it rekindled the conversation for future work.

Jessica Bottlebrush

Oh, I love that. It’s like—don’t be afraid to pivot, right? If one thing isn’t working, find another way to get on their radar.

Darian Macey

Absolutely. The key takeaway here is intentionality—every follow-up should have a purpose, whether it’s to clarify, add value, or just signal your availability. And as long as your tone remains courteous and respectful, you’ll be remembered for it.

Jessica Bottlebrush

So, Darian, you mentioned pivoting strategies when emails don’t work—I love that idea. But let’s say we’ve hit that dreaded radio silence after pouring weeks into an epic bid. What’s the first move we should make to reconnect?

Darian Macey

The first move is to not panic. Silence is common, especially in Defence procurement where evaluation timelines can stretch out. But ignoring it completely can cost you. A gentle follow-up within the guidelines of the tender process is your first course of action.

Jessica Bottlebrush

Right, so what does a “gentle follow-up” look like? Is it, like, a "Hey, haven’t heard back—everything good?" kind of vibe?

Darian Macey

Not quite. It’s more strategic than that. Think of your first follow-up as a short, polite email to reaffirm your interest and check if there’s any additional information the client needs. Even a simple acknowledgment like, "We’re keen to support this project, and happy to clarify any details," can open a door.

Jessica Bottlebrush

Ohh, yeah. Like planting a flag, right? You’re staying top of mind without being annoying.

Darian Macey

Precisely. Silence isn’t always a “no.” Often it’s logistics or workload. But now, take rejection—a firm “no.” That can sting, but it’s also an opportunity.

Jessica Bottlebrush

Opportunity? You’ve lost the bid—how is that not just… game over?

Darian Macey

It’s not game over—it’s halftime. A well-timed request for a debrief can give you critical insights for future bids. Even a high-level comment like, "We chose another bid for their pricing or expertise," tells you where you need to improve.

Jessica Bottlebrush

Huh, okay. So what’s the move—just email them and casually ask why you didn’t win?

Darian Macey

Sort of. Keep it very professional: "Thank you for the opportunity, and congratulations to the selected bidder. Could we schedule a debrief at your convenience? Insights on this bid would help us improve." Polished, gracious, and forward-looking.

Jessica Bottlebrush

Ooo, polished is the key. Shooting off an angry email like, “What was wrong with our bid?” probably doesn’t scream future business.

Darian Macey

Exactly. Your reaction is part of your reputation. And those professional follow-ups don’t just foster goodwill; they also give you actionable feedback—like pricing data, methodology gaps, or areas where competitors excelled.

Jessica Bottlebrush

Oh, quick PSA for everyone listening—take notes during the debrief, okay? Like, write that stuff down! You won’t remember it later when you’re knee-deep in the next tender.

Darian Macey

Absolutely. Let’s circle this back to the Fortress Infrastructure case study. They missed out on a big Defence contract, but their follow-up and CRM usage turned a loss into their next opportunity. After the debrief, they identified weaknesses in their risk management section and adjusted their proposals for future bids. The effort paid dividends.

Jessica Bottlebrush

See, I love that. One loss doesn’t define your career—it’s about persistence and learning.

Darian Macey

It is. And tools like a CRM system can reinforce that discipline—tracking follow-ups, capturing outcomes, and scheduling everything from your thank-you notes to respectably spaced touchpoints. That way, nothing gets overlooked.

Jessica Bottlebrush

CRM to the rescue, right? I mean, let’s be real—none of us can keep up with every deadline, follow-up, or rejection email in our heads. Automation’s a lifesaver.

Darian Macey

It truly is. The final takeaway here is not to view silence or rejection as an end. They’re signals—either to re-engage strategically or to learn and adapt. Every interaction improves your readiness for the next opportunity.

Jessica Bottlebrush

That’s the vibe—less losing, more leveling up. Got it.

Darian Macey

So, Jessica, turning silence and rejection into strategic advantage. It’s not just about resilience; it's about actionable steps that can reshape outcomes. Let’s reflect on how persistence and smart follow-ups really make the difference.

Jessica Bottlebrush

Well, Darian, if there’s one takeaway, it’s this: Don’t stop at “submit.” Follow-ups are where you make a lasting impression, ask the right questions, and sometimes, well, turn a “no” into “next time.” Honestly, this stuff applies to way more than just tenders—it’s like life advice too.

Darian Macey

Exactly. And if you’re a DECNet Pro member, we encourage you to take what you’ve learned and put it into practice by completing this week’s exercises—map out a follow-up plan for your next submission. Download the draft scripts, and explore how to leverage your CRM to streamline the process.

Jessica Bottlebrush

Totally. And hey, if this episode’s been helpful—or maybe even just fun to listen to—do us a favour? Share it with a friend or a colleague. Honestly, the more we build this Defence infrastructure community, the better it is for all of us.

Darian Macey

And, of course, we’d love to hear from you. Send us your feedback, questions, or even suggestions for future topics. Engaging with our listeners keeps this podcast meaningful and, hopefully, useful.

Jessica Bottlebrush

Alrighty, that’s a wrap for today! Thanks for tuning in, folks. Until next time, keep pushing, keep learning, and as Darian always says, stay diligent.

Darian Macey

Absolutely. On that note, take care and we’ll see you in the next episode.