Virtually challenged
An interview with Graham AblettBy Lina Gogos
Xait is the company behind XaitPorter: a web-based database solution for your critical business documents. XaitPorter is collaborative writing software that enables multiple users to write simultaneously on the same document. XaitPorter is designed for teams whom are looking to create their business critical documents, such as proposals & regulatory documentation more efficiently, while producing a more professional looking document.
Save time – increase qualityThe feedback from Xait’s clients, is that XaitPorter allows them to produce complex proposals faster with increased focus on content – thereby increasing the quality of the content. How? XaitPorter allows several contributors to work on the same document at the same time. And with a built in workflow and a progress reports, it allows management to stay in control of the process from day one. In addition, XaitPorter automatically takes care of formatting, layout and number according to corporate guidelines, helping companies globally to create proposals with better quality.
Visit us online at www.xait.com
Running a Virtual Bid Team – The Secrets to Success
Lina Gogos, Business Development Manager, Xait
Lina Gogos is a Business Development Manager at Xait and holds an MBA with a focus on marketing and international human resources.Lina has over 15 years of business development experience including 4 years with PriceWaterhouseCoopers as a business development manager which included proposals coaching. During this time she worked in a collaborative proposal team environment which required project management, writing tender content and global team coordination skills.
Running a Virtual Bid Team – The Secrets to Success
Graham Ablett, Consulting Director, Strategic Proposals
Graham Ablett is a Consulting Director at Strategic Proposals, holds the highest level of accreditation in the proposal industry, ‘APMP Professional’ and is an APMP Approved Trainer.
With 16 years of bid and proposal management experience, Graham has worked across a host of different market sectors. Graham regularly presents at APMP conferences, including the 2009 US, UK and DACH events. He also chaired a major panel session on international bidding at this year’s APMP worldwide conference. He has recently had an article published in the International Federation of Purchasing and Supply Management’s IFPSMezine.
Running a Virtual Bid Team – The Secrets to Success
Virtual working trends
Major global companies such as IBM and Accenture have almost 50% of their staff working in
“alternative workplaces”
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60% US workers engaged in virtual work every day
31% have virtual managers
91% companies think it saves time and money
61% companies have undertaken virtual projects
35% said working virtually enhanced relationships
30% of telecommuters work in their pyjamas
“Experts agree that far-flung employees need
both effective technology and effective
communications skills to sustain a successful
virtual working environment”
Meetings in America study
Two Polls
If you could solve any problem when working with your virtual bid team, which would it be?
Highest polled answer in BOLD
a) Connecting with people 8%
b) Process management 17%
c) Quality of work 25%d) All of the above 50%
What do you see as the biggest challenge when creating your proposal document with your team?
e) Sharing files 20%
f) Version control 60%g) Formatting 10%
h) All of the above 10%
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Examples of the challenges
Harder to track down the right
people
Different expectations of a ‘good proposal’
Difficult to generate creativity
Time zone differences
Lower local revenue = lower
priority
Different customer processes &
culture
Difficult to spot the signs when people
are struggling
Language differences
(understanding)
Personal influence lower
Shipping time / risk & Customs
Ability to hide
Language differences
(writing skills)
Different processes
Difficult to build rapport
Different tools, technologies, paper
formats etc.
Cultural differences
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Characteristics of a first-class proposal for every opportunity
1. Customer-focused
2. Tells a compelling story
3. Contains a clear strategy & themes
4. Differentiates us from the competition
5. Complete & error-free
6. A joy to read
7. Easy to evaluate
8. Speaks with one voice
9. Appropriately approved
10. Professional look & feel
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Difference between virtual and co-located teams
Understanding what makes a successful team
The challenge that working internationally brings
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Difference between virtual and co-located teams
Comms Technology
Expectation Trust
Team development
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Understanding what makes a successful team
Well equipped
Clear guidelines
Ability to work
Strong leadership
Vision, strategy and
tactics
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The challenge that working internationally brings
Metrics and financials
Bidding customs
Working ethics
Buy in and inclusivity
Sponsorship and locality
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Understand Effective comms Right mechanics
It boils down to three things
Understanding the differences – the top tips
1. Cultural differences
2. Appreciate diversity
3. Compromise on time
4. Team building
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Effective communications – the top tips
1. More frequent
2. Ground rules
3. More sensitive
4. Back to meetings 101
5. There will be delays
6. Hear the minority
7. Jargon, acronyms
8. Avoid co-locate calls
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The right bid mechanics – the top tips
1. Getting it right from the outset
2. Keeping things on track
3. Using the right technology
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XaitPorter Dashboard: setting clear guidelines to your bid team
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Clear allocation of tasks and deadlines, instant status or progress
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Version control and comments maintained by XaitPorter
The finished product:
A high quality proposal with a consistent look and feel regardless of writer.
Good luck running your virtual proposal teams!
Graham Ablett
+44 (0)7710 [email protected]
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Lina Gogos
+47 9662 [email protected]