XaitPorter is collaborative writing software that allows multiple users to work on documents simultaneously. It helps proposal teams work virtually to produce documents faster with higher quality content. Key benefits include automatic formatting, version control, and project management tools to help virtual teams stay organized and on track. Running a successful virtual bid team requires addressing challenges like cultural differences, communication best practices, and using the right technology to replicate the benefits of co-located teams.

1. Virtually challenged
An interview with Graham Ablett
By Lina Gogos

2. Running a Virtual Bid Team – The Secrets to Success
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 quality
The 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

3. 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.

4. 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.

5. 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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6. 60% US workers engaged in “Experts agree that far-
virtual work every day flung employees need
both effective technology
and effective
31% have virtual managers communications skills to
sustain a successful
virtual working
91% companies think it environment”
saves time and money
Meetings in America study
61% companies have
undertaken virtual projects
35% said working virtually
enhanced relationships
30% of telecommuters work
in their pyjamas
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7. 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?
a) Sharing files 20%
b) Version control 60%
c) Formatting 10%
d) All of the above 10%
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8. Examples of the challenges
Harder to track Lower local Personal influence
down the right revenue = lower lower Different processes
people priority
Different Different customer
Shipping time / risk Difficult to build
expectations of a processes &
& Customs rapport
„good proposal‟ culture
Difficult to spot the Different
Difficult to generate
signs when people Ability to hide tools, technologies,
creativity
are struggling paper formats etc.
Language Language
Time zone
differences differences Cultural differences
differences
(understanding) (writing skills)
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9. 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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10. Difference between virtual and
co-located teams
Understanding what makes a
successful team
The challenge that working
internationally brings
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11. Difference between virtual and
co-located teams
Comms Technology
Expectation Trust
Team
development
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12. Understanding what makes a
successful team
Clear
Well equipped
guidelines
Strong
Ability to work
leadership
Vision, strategy
and tactics
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13. The challenge that working
internationally brings
Metrics and Bidding
financials customs
Working Buy in and
ethics inclusivity
Sponsorship
and locality
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14. Effective Right
Understand
comms mechanics
It boils down to three things
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15. Understanding the differences – the top tips
1. Cultural differences
2. Appreciate diversity
3. Compromise on time
4. Team building
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16. 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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17. 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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18. XaitPorter Dashboard: setting clear guidelines to your bid team
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19. Clear allocation of tasks and deadlines, instant status or progress
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20. Version control and comments maintained by XaitPorter
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21. The finished product:
A high quality
proposal with a
consistent look and
feel regardless of
writer.

22. Good luck running your virtual proposal teams!
Graham Ablett Lina Gogos
+44 (0)7710 981754 +47 9662 8737
ga@strategicproposals.com Lina.gogos@xait.com
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