Creating a proposal that has to be read, digested and acted upon is a challenge that every proposal manager faces. However, the real work behind creating that perfect proposal starts well before putting your pen to paper.
Think planning: Before you start writing, have the planning all laid out. Who is the owner of the proposal? Who will fill out the different sections? Will you need editors or proof-readers for each section? Do you require certain sections to be finalized before other sections? Will all the team members have access to all the information (sales figures, financial numbers)? What is the deadline?
“Although a few are outstanding, most aren’t. Many offend with ‘cut-and-paste’ boilerplate, miss important opportunities to provide value, suffer from poor logic and organization, and focus more on you than on me and my organization. Although some do a few things well, some don’t do much well at all.”
Many international organisations have a large part of their workforce working in alternative workplaces. A virtual team (also known as a geographically dispersed team or distributed team) is a group of individuals who work across time, space and organizational boundaries with links strengthened by webs of communication technology.
XaitPorter is an innovative collaborative document creation and management tool specifically designed to handle large and complex documents and tenders. Our product enables contributors, authors, reviewers and approvers to simultaneously work together on the same document, increasing productivity through efficiency, quality, and security improvements.
“98.21% of the production license applications awarded for the APA in 2016 have been entrusted to clients using XaitPorter”, says Kris Saether, CCO in Xait.
XaitPorter is the standard license round application solution in Norway, and our employees have expertise providing help with streamlining the process for oil companies. Our experienced team can help with your application document structure, as well as offer consultation services during the completion process. Higher quality documents, less overtime, and more applications are only some of the benefits that users of XaitPorter experience.
With the announcement of the APA 2017, there is expected major interest in the application rounds.
APA 2017 is the second largest expansion so far, and the largest expansion yet in the Barents Sea. This is imperative for effective resource management, says The Norwegian Minister of Petroleum and Energy, Mr. Terje Søviknes.
The importance of integrity in license documentation
If a company can optimize the use of information and leverage it correctly, they can also better manage risk and ensure regulatory compliance, while operating optimally and achieving a competitive advantage. To improve a document or information centric process, one should have the ability to edit and create content by either adding new content, reviewing and approving the content, or reusing content by both copying and linking to master content, which ensures integrity across all of your documents.
In addition, features such as document automation, document assembly and high quality publishing in a secure environment not reliant on files can be key for your decision on what type of solution to elect. Policy-based document creation and workflow approval system designed to dynamically build both standard and custom configured documents based upon pre-defined business rules with the ability to change key values, while the documents and reports are instantly updated is a challenge with a file based solution.
Please contact Kris Saether to explore Xait’s approach to document production.
Xait will be exhibiting at the OTD 2017 in Stavanger
The Offshore Technology Days Stavanger (OTD 2017) exhibition attracts an audience of engineers, technical specialists, industry leaders and experts to share ideas and innovations from the Norwegian continental shelf.
Do you want to win your next tender?
Xait’s team will be available for the duration of the event at the Xait Stand 4520 in Hall E.
Come visit us and win Free help with your proposals.
Free use of specialized proposal software XaitPorter
Free demo implementation with your company branding
Free XaitPorter training
Free finalization of proposal
Free lessons learned sessions
* Terms and conditions apply
The exhibition will be held at Stavanger Forum.
DATE: 17 – 19 October 2017
WHERE: Stavanger Forum, Gunnar Warebergsgate 13, Norway
EVENT: OTD 2017 STAVANGER
G-Cloud is the United Kingdom´s procurement framework that allows public sector IT buyers to easily and cost-effectively award contracts. G-Cloud avoids the time-consuming and costly nature of traditional procurement processes by allowing more efficient route to market than any other framework.
As a newly listed supplier, Xait is able to offer their cloud-based services via the UK´s Digital Marketplace, allowing time and cost savings that encourage buyers to use the G-Cloud framework. The advantages for Xait´s existing and potential customers in utilizing the G-Cloud framework are:
You can talk directly with Xait, thus gaining a more in-depth understanding of our capabilities
Allows direct comparison between Xait and our competitors
Only includes our very latest information and services
The confidence of tendering from a well- established and respected repository of suppliers in the IT industry
The proposal process is often characterized by chaos and last minute panic. You have no idea who’s done what. You can’t keep track of how much work is left. The finished proposals are neither compliant nor complete. And you end up losing proposals because your clients cannot understand your documents.
You put a lot of effort into the proposal process, and you see no results. And what you really should be putting effort into, is the content. What if your process could become streamlined and efficient, so that you could focus on what goes into the proposal?
This is exactly what XaitPorter can do for you. From start to finish, you’ll know exactly what’s going on. And you’ll be able to deliver a winning proposal.
Streamline your bid and proposal process
XaitPorter streamlines your entire bid and proposal process. Everyone can access and work on the same document, at the same time. The built-in workflow lets you assign writers, reviewers, and approvers; all with individual deadlines. And because formatting, layout and numbering is automatically taken care of, you have more time to focus on getting your content right.
How can XaitPorter help?
With its automated workflow, this software lets you manage the process and create your proposal at the same time. You start by creating your outline and assigning tasks, and participants can then begin writing on their section from anywhere, at any time. Everyone will be aware of their tasks and deadlines, and everyone will know exactly what has been completed at any given time. The result? Complete control, efficiency, and improved content.
Many businesses today struggle with documentation and reporting for their solutions as it is not necessarily the “core” part of their technology stack. Document automation and document assembly is often a key part of this process. The questions may then be time to market, followed by concerns in regards Total Cost of Ownership, risk reduction and a build or buy scenario. Time to market may be critical and a build decision can be expensive and time consuming, not only to build, but also develop and maintain. The easy choice is then to choose a combination of SharePoint and Word. And, this is great for many – but not all.
To improve a document or information centric process, one should have the ability to edit and create content by either adding new content, reviewing and approving the content, or reusing content by both copying and linking to master content, which ensures integrity across all of your documents. In addition, features such as document automation, document assembly and high quality publishing in a secure environment not reliant on files can be key for your decision on what type of solution to elect. Policy-based contract creation and workflow approval system designed to dynamically build both standard and custom configured contracts based upon pre-defined business rules with the ability to change key values, while the documents and reports are instantly updated is a challenge with a file based solution.
The shortcomings of a file-driven document
With a database driven document solution one can produce print quality documents, and programmatically ensure the variables are taken care of in all your live documents. The shortcomings of a file-driven document solution increases the complexity of managing your documents efficiently. Nor does a file-driven document solution effectively provide the foundation for compound content management and is more or less impossible to use for master content management. A file-driven solution also makes it difficult to optimize the use of the key information that derives from your solution.
With a Word document as back-end, you need to break content into several sections and thereby several files. Another agonizing challenge with files is versioning and formatting issues – and change management. This is easy with a database driven document management OEM / aPaaS solution. A database driven solution allows you to produce documents more efficiently and with higher quality. And, all of this can be done programmatically to enable document automation and document assembly with pre-approved sections that are tailored for the end user. Yes, database driven document solutions can be 100% template driven as with a document management solution such as SharePoint, but is also offers significantly added value to documents with variables, change management requirements, graphic requirements and more.
The backbone of document solutions
For more information on how we can improve your efficiency with XaitPorter!Get in touch
In line with its commitment to respond to the needs of its customers in the maritime industry, Marcura recently launched MarDocs, a collaborative cloud-based tool for charterers and brokers to manage fixtures. In order to improve the efficiency, security and control of the fixture contracts in the new system, Marcura partnered with Xait, the software development company behind XaitPorter, an Application-Platform-as-a-Service (aPaaS).
MarDocs completely changes the way a broker and charterer engage in agreeing or amending fixtures, removing the need for ‘as per last’. Further, MarDocs is designed to remove time-consuming and repetitive tasks whilst delivering a solution that reduces risk and cost.
According to Adrian Challinor, the MarDocs Product Director: “With MarDocs, we have created a solution that solves the industry’s need for automating the creation of charter party documentation. We believe that by using XaitPorter as part of our solution, we have substantially sped up our time-to-market, allowing us to quickly launch a solution that the industry has needed for a long period of time.”
According to Kris Sæther, Chief Commercial Officer of Xait: “We are very pleased to work with a professional organisation such as Marcura, and that they have chosen Xait and XaitPorter. This is also an important step for Xait, as Marcura is our first client with a commercialized solution using XaitPorter as an aPaaS.”
Viking Venture invests in the Norwegian company Xait AS. The company has developed XaitPorter, a document collaboration and production tool used by major corporations globally.
Xait AS was founded by CEO Owe Lie-Bjelland and CFO Arnt Jørund Andreassen in 2000 and has grown to be a major player in the market for production of complex documents. The company has implemented a cloud based offering with a subscription based business model. XaitPorter is used by corporations when producing complex documents such as tenders, proposals, reports, governing documents and project documentation. The software supports both the production and formatting dimension as well as the project management, review and approval dimension of document production.
Xait will be exhibiting at the APMP-NCA Mid-Atlantic Conference & Expo 2016
The annual APMP-NCA Mid-Atlantic Conference & Expo is the largest gathering of industry professionals in the National Capital Area.
The Association of Proposal Management Professionals (APMP) National Capital Area (NCA) Chapter is hosting the annual conference at The Westin, Tysons Corner, on Friday, October 21, 2016. The conference will be a full-day event featuring presentations by business development, capture, and proposal professionals.
Working with contracts or are you managing a procurement document process with many stakeholders? Need to focus on the strategically important contracts, but get bombarded with requests left, right and centre for various contracts? Then you should really look into your process and see whether you can find a solution that can both assist you with your strategic contracts, while automating your standard contracts.
Imagine creating a tender for a customer where you can easily and simultaneously assign roles and responsibilities to individual members of your team. Individual responsibilities can range from technical and operations through to resourcing and financial with XaitPorter, enabling concurrent delegation within departments. Collaboration can even function outside your company allowing clients and external specialists to participate.