Construction estimators often juggle multiple bids simultaneously, each with different deadlines, complexity levels, and resource requirements. Effective time management is essential for delivering quality estimates on schedule without burning out your team. This guide provides strategies for managing your bid workload efficiently.
Understanding the Challenge
The Estimating Reality
Typical estimating challenges:
- Multiple concurrent bids
- Unpredictable workload
- Compressed timelines
- Last-minute opportunities
- Variable complexity
Consequences of Poor Planning
Without good scheduling:
- Rushed, error-prone estimates
- Missed deadlines
- Team burnout
- Lost opportunities
- Quality compromises
Bid Calendar Management
Creating a Master Calendar
Track for every opportunity:
- Bid due date and time
- Pre-bid meeting date
- RFI deadline
- Estimated hours required
- Assigned estimator
- Current status
Visual Management
Use visual tools:
- Wall calendar for team visibility
- Digital calendar for reminders
- Gantt-style timeline view
- Color coding by status/priority
Calendar Best Practices
Effective management:
- Update daily
- Share with all team members
- Include buffer time
- Flag conflicts early
- Review weekly
Workload Assessment
Estimating the Estimate
Factors affecting duration:
- Project size and complexity
- Document quality
- Your experience with project type
- Subcontractor coordination needs
- Proposal requirements
Time Guidelines
Rough estimates:
| Project Value | Complexity | Hours | |---------------|------------|-------| | < $500K | Low | 20-40 | | < $500K | High | 40-60 | | $500K-2M | Low | 40-80 | | $500K-2M | High | 80-120 | | $2M-10M | Low | 80-120 | | $2M-10M | High | 120-200 | | > $10M | Any | 150+ |
Adjust for:
- New project types
- Poor document quality
- Complex specifications
- Best value proposals
- Team experience
Capacity Planning
Know your limits:
- Available estimator hours
- Support staff capacity
- Peak capability
- Sustainable workload
Prioritization Framework
Ranking Criteria
Prioritize based on:
- Deadline proximity: Closest deadline first
- Strategic value: Key clients, markets
- Win probability: Higher probability = higher priority
- Resource efficiency: Match skills to projects
- Profitability potential: Higher value opportunities
Priority Matrix
| | High Win Probability | Low Win Probability | |---|---------------------|---------------------| | High Value | Priority 1 | Priority 2 | | Low Value | Priority 3 | Priority 4 |
When Priorities Conflict
Decision factors:
- Mandatory deadlines can't move
- Strategic value may override probability
- Resource constraints may limit options
- Consider opportunity costs
Time Allocation Strategies
Phase-Based Approach
Break estimating into phases:
- Document review (10-15%): Initial scope assessment
- Quantity takeoff (30-40%): Detailed measurement
- Pricing (20-30%): Apply costs to quantities
- Subcontractor coordination (15-20%): Collect and evaluate sub bids
- Assembly and review (10-15%): Final compilation and check
Buffer Time
Build in contingency:
- 15-20% buffer for unknowns
- Extra time before deadline
- Flexibility for late sub bids
- Room for review and revision
Time Boxing
Set limits:
- Fixed time per section
- Review and adjust as needed
- Avoid perfectionism paralysis
- Move on when "good enough"
Multi-Bid Management
Parallel Processing
When managing multiple bids:
- Work on several simultaneously
- Switch between projects strategically
- Batch similar tasks
- Leverage common elements
Context Switching
Minimize disruption:
- Group similar phases together
- Complete logical sections before switching
- Document where you stopped
- Review progress before resuming
Team Coordination
With multiple estimators:
- Assign primary responsibility
- Define handoff points
- Coordinate sub coverage
- Share workload peaks
Deadline Management
Working Backward
From bid date:
- Submission deadline
- Final review (day before)
- Sub bid deadline (morning of)
- Internal pricing deadline
- Takeoff completion
- Document review completion
- Decision to bid
Critical Milestones
Track progress against:
- 50% complete at halfway point
- All scopes covered by 75%
- Pricing 90% at 80% of time
- Final assembly begins with 10% time remaining
Early Warning Signs
Red flags:
- Missing milestones
- Scope creep discovered
- Sub coverage gaps
- Document issues
Response:
- Escalate immediately
- Assess impact
- Adjust plan
- Communicate with team
Managing Interruptions
Common Interruptions
Typical disruptions:
- Rush bid opportunities
- Client/prospect calls
- Team questions
- Administrative tasks
- Meetings
Protection Strategies
Maintain focus:
- Block estimating time
- Limit meeting days
- Delegate routine tasks
- Set communication boundaries
Rush Opportunities
When urgent bids arise:
- Quick qualification assessment
- Evaluate against current workload
- Make clear trade-off decisions
- Communicate impact
Technology for Efficiency
Tools That Save Time
Invest in:
- Digital takeoff software
- Estimating databases
- Templates and assemblies
- Automated calculations
Process Automation
Automate:
- Sub bid collection
- Data entry where possible
- Report generation
- Deadline reminders
Communication Efficiency
Streamline:
- Standard sub invitations
- Template responses
- Shared document access
- Status update systems
Team Management
Workload Distribution
Balance the load:
- Match skills to projects
- Consider current workload
- Account for PTO and commitments
- Develop team capabilities
Cross-Training
Build redundancy:
- Multiple estimators per project type
- Backup coverage plans
- Skills development
- Knowledge sharing
Communication
Keep team informed:
- Regular workload check-ins
- Deadline visibility
- Priority clarity
- Escalation paths
Quality Under Pressure
Don't Sacrifice Accuracy
Maintain standards:
- Use checklists
- Require reviews
- Don't skip steps
- Verify critical items
Quick Quality Checks
When time is limited:
- Verify scope coverage
- Check major quantities
- Confirm sub pricing
- Review math
Know When to Stop
Sometimes better to:
- Pass on a bid
- Submit with noted exclusions
- Request deadline extension
- Scale back proposal effort
Continuous Improvement
Track Your Time
Measure:
- Actual vs. estimated hours
- Hours by project type
- Time by estimate phase
- Individual productivity
Learn from Results
Analyze:
- What delayed estimates?
- What could be faster?
- What errors occurred?
- What worked well?
Refine Processes
Improve over time:
- Better time estimates
- Efficient workflows
- Effective tools
- Streamlined procedures
Conclusion
Effective bid scheduling is a skill that improves with practice and discipline. Success requires:
- Realistic time estimates
- Clear prioritization
- Buffer for contingencies
- Quality standards maintained
- Continuous improvement
The goal isn't to bid more - it's to bid smarter. Focus your time on opportunities you can win, allocate resources efficiently, and maintain the quality that wins work.
When you manage your bid schedule well, you reduce stress, improve accuracy, and increase your win rate. Your team performs better, your bids are higher quality, and your business is more successful.
ConstructionBids.ai helps you manage bid deadlines with clear timeline information and calendar integration, so you always know what's due when.
