Virtually challenged Xait Conference 2012

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.


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.


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]