DREIESKIVA​|Roald Kvam

Small and medium-sized enterprises (SMEs) are often the engines of innovation, agility, and local economic growth. Public agencies, on the other hand, manage regulations, procurement processes, and community needs. While both sectors have much to gain from collaboration, the intersection between them is often marked by complexity, miscommunication, and missed opportunities. Simplifying and streamlining this relationship is crucial for unlocking innovation, efficiency, and mutual benefit.

1. Clear and accessible processes

One of the biggest hurdles for SMEs is navigating the often-complex structures of public procurement, grants, and projects. These processes can be resource-intensive, particularly for smaller businesses with limited staff and time.

Public agencies can simplify this by providing step-by-step guides, checklists, and digital tools that clarify how to apply, submit documentation, or participate in projects. By making requirements transparent, SMEs can more easily plan, prepare, and engage effectively.

2. Early involvement

Waiting until procurement or projects are formally launched can limit the potential for innovation. Early involvement allows SMEs to contribute insights, practical knowledge, and potential solutions from the start.

Organizing workshops, consultations, or informal meetings before official announcements ensures that public sector requirements are realistic and feasible while allowing SMEs to explore how they can best add value.

3. Simplified communication

Jargon, legal terms, and bureaucratic language can create unnecessary barriers. Public agencies should use plain, understandable language when communicating requirements, timelines, and evaluation criteria.

Establishing a designated SME liaison or coordinator can also help respond quickly to questions, clarify ambiguities, and guide companies through administrative steps.

4. Digitalization and standardization

Technology can be a powerful enabler. Digital platforms for submitting proposals, reporting, or tracking progress reduce administrative burdens and errors.

Standardized forms, templates, and documentation requirements also help SMEs participate across multiple projects without starting from scratch each time. This creates efficiency for both the public agency and the SME.

5. Clear expectation management

Mutual clarity about responsibilities, deadlines, and documentation requirements ensures smoother collaboration. SMEs can plan more effectively when they understand exactly what is expected and when decisions will be made.

Agencies, in turn, benefit from better-prepared submissions and more predictable engagement.

6. Capacity building and training

Knowledge gaps often prevent SMEs from fully participating in public sector opportunities. Offering training programs, webinars, mentoring, or advisory support equips SMEs to navigate public processes, apply for funding, or comply with regulatory standards.

This approach not only lowers barriers but also fosters long-term capability development within the SME community.

7. Long-term partnerships and dialogue

Successful collaboration is rarely a one-off event. Establishing ongoing forums, networks, or advisory councils enables continuous exchange of insights, needs, and lessons learned.

Sustained engagement allows public agencies to understand the evolving capabilities of SMEs while SMEs gain confidence and insight into public processes. Relationships built over time are far more effective than ad-hoc, transactional interactions.

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Shared focus for both sectors

1. Expectation clarity – Define roles, responsibilities, and timelines upfront.
2. Continuous feedback – Exchange constructive feedback to refine processes.
3. Knowledge sharing – Document and share successes and lessons learned to reduce friction in future collaborations.

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Practical checklist for SMEs

1. Understand the process

• Review relevant procurement rules and support programs.
• Note deadlines and submission requirements.
• Map out necessary internal resources to meet requirements.

2. Prepare documentation in advance

• Standardize company info, CVs, references, and certifications.
• Keep templates ready for proposals, reports, or compliance documents.

3. Engage early

• Participate in pre-tender workshops or dialogue sessions.
• Provide feedback on draft specifications to improve feasibility.

4. Use digital tools efficiently

• Familiarize yourself with submission portals and reporting systems.
• Ensure documents meet format and technical requirements.

5. Build relationships

• Identify and maintain contact points within the agency.
• Ask clarifying questions early to avoid last-minute issues.

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Practical checklist for Public Agencies

1. Simplify processes

• Provide clear step-by-step guides, checklists, and standardized forms.
• Avoid unnecessary bureaucracy where possible.

2. Involve SMEs early

• Organize workshops or consultations before issuing tenders.
• Gather feedback on draft requirements to enhance feasibility.

3. Communicate clearly

• Use plain language, avoid legal or technical jargon.
• Clearly define deadlines, responsibilities, and decision points.

4. Provide digital support

• Offer intuitive online portals for submissions and reporting.
• Use templates and automated tools to reduce errors.

5. Offer capacity building

• Host webinars, training, or mentoring programs about public processes.
• Share guidance documents and best practices to reduce confusion.

6. Build long-term relationships

• Establish forums, networks, or advisory councils for continuous dialogue.
• Encourage mutual feedback and knowledge sharing for ongoing improvement.

1. Expectation clarity – Define roles, responsibilities, and timelines upfront.
2. Continuous feedback – Exchange constructive feedback to refine processes.
3. Knowledge sharing – Document and share successes and lessons learned to reduce friction in future collaborations.

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The relationship between public agencies and SMEs holds enormous potential for innovation, efficiency, and community benefit. By simplifying processes, fostering early involvement, clarifying expectations, leveraging digital tools, and building long-term relationships, both sectors can achieve more together.

For SMEs, this means access to opportunities and markets that may otherwise be difficult to reach. For public agencies, it means tapping into a diverse pool of innovative, agile, and committed partners.

Ultimately, collaboration is most successful when both sides recognize their mutual dependency, embrace clear communication, and commit to continuous learning and improvement. When done right, the public-private partnership becomes a powerful engine for growth, innovation, and shared value.