Most estimators worry about their performance. Am I winning work? How many bids am I winning versus losing? How long are estimates taking to complete? How can I estimate faster while remaining accurate? How can I become more competitive?

The answer to the last question is complex. The first three questions are a little easier, as good recordkeeping can reveal the answers. How should you keep bidding records? If you are not into computers, paper would be your only choice. However, updating and analysis is much easier using computer software. If you want to dive more deeply into data analysis, you can also take a class in statistics. I have used two different types of software for recordkeeping. Let’s take a look at each one.

Spreadsheets

Data can be text, numbers or formulas, and the formulas can range from simple math to the most complex of calculations. I like spreadsheets because they are very visual—the data is displayed, rather then hidden away awaiting a search command. Spreadsheets can be simple or complex, and can grow in capability as you grow in your knowledge of how to use them. 

My first bid records spreadsheet was very simple. I started using just one row of data for each bid, with columns for project name, type of work, location bid date, status, companies we provided bids to, competitors we bid against and who won the contract. 

Later, I added more columns for analytical data such as material to labor ratio, price per square foot or, in the case of multiresidential, price per unit. At first, my record search was manual, and I simply scrolled through the data when I needed information. I soon tired of that and learned how to use the find and sort commands so I could group the search results together.

After learning the basics, I discovered some more advanced spreadsheet capabilities, such as charts, graphs and filters. Beyond those are a plethora of functions for more advanced data analysis users. At that point, I decided I knew enough to get the data my employer needed. I did not want to waste company time learning advanced functions that were of no use. 

My employer wanted data such as who we were winning work with, what types of work we were winning most often and whether our competitors seemed to have a special relationship with any of the general contractors in the area. 

Databases

One of my employers wanted to keep bid records in a database and asked me to take care of setting one up. My first question was, what is a database? A database is an organized data collection that can be easily accessed, managed and updated. It allows users to store information in a structured way, making it easier to retrieve and analyze. Databases are behind almost everything we access on the internet, including online shopping, social media, banking and healthcare. 

Since I always tried to keep costs down for these projects, I found a free (at that time) product called dBase. It was fairly simple to learn and had built-in useful help files. I started by setting up fields, which were the same as the columns I used for the spreadsheet I described above. I then started creating records, which were the same as the rows I described for the spreadsheet. 

Each record included the data for one bid. After inputting some past bids, I needed to learn about queries, which were simply the method used to ask the database for information. This turned out to be as simple as learning which commands to use. I do not remember which ones I used most often, but in the modern version of dBase it would be “select,” followed by what you wanted to find. Some of the currently popular database platforms are MySQL, Access, Oracle Database and Microsoft SQL Server.

Keeping bid records turned out to be a very good thing for my career, allowing me to be more efficient in selecting and strategizing the bidding of electrical construction projects. I hope it will work for you as well.

stock.adobe.com / Rudzhan