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The Cornerstones of Winning Bids and Proposals

The Cornerstones of Winning Bids and Proposals – Make it Collaborative

In our first article of this series we discussed the importance of making your bid or proposal more personalized to make it effective. So having created something that is truly unique and client focused we now need to look at how else we can ensure a winning submission.

Cornerstone number 2 – Make it collaborative

It’s amazing how many people we come across who try to avoid going back to documents they’ve sent out, for fear of spotting the errors and issues that made it into the final submission. They bury their heads in the sand, accepting that these lapses are unfortunate but part of the life of someone who creates sales documents. This is a very understandable reaction, but the reality is that rather than avoiding this pain, they should be looking to their process and tools to find ways to ensure higher quality, fewer errors and more confidence in their output.

How to Prepare for a Kick-Off Meeting

How to Prepare for a Kick-Off Meeting

Welcome to Proposal May-hem, our annual tradition of posting anything and everything proposal related in the month of May to coincide with our attendance of the annual APMP (Association of Proposal Management Professionals)  Bid and Proposal Conference. Lets kick this thing off and coincidentally our first topic will be “How to Prepare for a Kick-Off Meeting”

So an RFP has dropped into your world and you know your team is going to respond and planning must begin as soon as possible. Many people’s first thought is great, lets have a kick -off meeting and get the ball rolling but is that the right thing to do? Put simply, No. A kick off meeting is far too often a disorganized hodgepodge of ideas, differing opinions and unclear objectives which many times then requires a second “kick-off” meeting to actually get down to business. In the proposal world that is a waste of time that just won’t be tolerated. Lets now discuss a few key tasks that must be accomplished BEFORE the kick-off meeting.

Xait is now a Proud Member of AIIM

Xait is now a Proud Member of AIIM

As we attend the AIIM (Association for Information and Image Management) Conference 2016 this week in New Orleans we are happy to announce our membership of AIIM. Xait is an innovative software company behind the software XaitPorter, which challenges the outdated methods of file based document collaboration. With some of the largest companies in the world using XaitPorter on a wide range of document types, Xait has been positioned as the leader in database driven document collaboration, co-authoring, and information management and delivery.

The Cornerstones of Winning Bids and Proposals

The Cornerstones of Winning Bids and Proposals

Number 1 – Make it personal.

“The quality of a proposal is indicative of a company’s desire for my business”

These were the words of a CEO when questioned about the importance of a proposal within the sales process, and perfectly sum up just how vital these documents are to a winning campaign.

So the question is; how often does a proposal or bid document leave your building that you can hand on heart say truly reflects just how determined you are to win the deal?

Xait’s Kris Saether to Lead Round Table Talk at AIIM 2016

Xait’s Chief Commercial Officer Kris Saether has been invited to lead a round table discussion at the upcoming AIIM 2016 conference. Kris’ round table discussion titled, “Are files going the way of the Dodo?”  will focus on the idea of database solutions replacing a typical file based solution. A brief synopsis is below.

Linked Sections - A Simple Solution for Reusable Content

Linked Sections – A Simple Solution for Reusable Content

Lets start out with a definition of a linked section as we realize this may be a term you are not familiar with. Simply put, a linked section is any piece of content you would like to re-use and keep updated. Pretty straightforward but it is a constant source of frustration and mistakes when creating a document.

The Evolution of Document Creation & Collaboration

The Evolution of Document Creation and Collaboration

As we prepare to attend South by Southwest (SXSW) we begin to think about the evolution of document collaboration. How did XaitPorter come to be at the forefront of database driven document collaboration? Lets take a look back in time…

Xait at APMP Bid & Proposal Con 2016

Xait to Exhibit at APMP Bid & Proposal Con 2016

APMP Bid & Proposal Con is the world’s largest event for proposal, bid, tender, capture, business development and graphics professionals. Global industry players come to APMP Bid & Proposal Con seeking tested information, proven strategies, and best practices to help capture, write, produce, manage proposals and increase win rates. They attend to gain:

  • Hands-on education & certification
  • Insight & cutting-edge content from industry leaders and inspiring keynotes
  • Networking opportunities

If you would like to learn more please visit APMP Bid & Proposal Con 2016

DATE: May 26 – 28, 2016
WHERE: Boston, Massachusetts
EVENT: APMP Bid & Proposal Con 2016

Investing in a down market - Xait

Investing in a Down Market?

Investing in a down market is always a tricky option but it just may be the best time to invest. We touched on this a bit last year with our posts, “Magic Pill for Oil & Gas?” and “Oil Crisis 2015?” but as we roll full steam into 2016 many of these factors are even more relevant now as we are in the midst of the worse oil downturn since the 90s. If you would like a bit more insight surrounding the drop take a look at the New York Times article “Oil Prices: What’s Behind the Drop? Simple Economics

3 Benefits of an aPaaS

3 Benefits of an aPaaS

So now that we know XaitPorter is an almost perfect document-centric aPaaS solution as Kris Saether highlighted in his post last week, “XaitPorter more than just a SaaS solution” Lets discuss what exactly an aPaaS is all about and why it is so beneficial for your document creation needs. Gartner defines an aPaaS as, “Application platform as a service (aPaaS) is a cloud service that offers development and deployment environments for application services.” You can think of it as the foundation on which your applications run. is probably the best example of this, with Microsoft not far behind as highlighted in Gartner’s Magic Quadrant of aPaaS solutions. So what are the benefits of using an aPaaS solution?

Get Your Document Process on the Right Track

Get Your Document Process on the Right Track

As we get ready to attend the British Legal Technology Forum we asked ourselves, how can we communicate the traditional troubles law firms and those that work with law firms encounter on a day to day basis when working with their teams on document collaboration and creation. We could write a long boring essay on the subject, which we still might do or we can use a good old metaphor and a metaphor that everyone who has used the London Underground, or any public transportation for that matter, will understand.

XaitPorter more than just a SaaS solution

XaitPorter more than just a SaaS solution

Xait has with XaitPorter provided more than 50,000 users a Software-as-a-Service (SaaS) solution for many years. We are pleased that XaitPorter is very successful in the market and solves the challenges our clients have with many document centric processes. Which is anything from producing an annual report to governing documents to proposals and more – basically producing almost any type of document. In our journey we have been recognized by the world’s leading information technology research and advisory company Gartner as a cool vendor for our focus on team productivity and manageability rather than individual creativity, which is where most document authoring tools concentrate their efforts.

Lamprell redefining document collaboration with XaitPorter

Lamprell has signed with Xait

We are happy to announce Lamprell as our latest XaitPorter Client

Lamprell, based in the United Arab Emirates (“UAE”) and with over 35 years’ experience, is a leading provider of fabrication, engineering and contracting services to the offshore and onshore oil & gas and renewable energy industries. They have established leading market positions in the fabrication of shallow-water drilling jackup rigs, liftboats, land rigs, and rig refurbishment projects, and have an international reputation for building complex offshore and onshore process modules and fixed platforms.

SOFEC has signed with Xait

SOFEC has signed with Xait

We are happy to announce SOFEC as our latest XaitPorter Client

With over 40 years of experience, SOFEC has established an impressive history in the design, construction, and delivery of marine terminals and single point mooring systems throughout the world.  Building on the strengths and capabilities that have made it an industry leader, SOFEC is continuously working to find new and innovative ways of satisfying changing customer needs. SOFEC’s recent successes, including proven disconnectable turret mooring systems off NW Australia, harsh environment systems in the South China Sea, deepwater mooring systems in Brazil, the complex disconnectable turret system for the Terra Nova FPSO, and a growing reputation worldwide have been the result of aggressive growth initiatives and the development of state-of-the-art technologies.

If you would like to learn more about SOFEC please visit

Xait is proud to be working with SOFEC and is looking forward to longstanding and successful relationship.

Subsea Tieback 2016

Xait to Attend Subsea Tieback Forum

Subsea Tieback Forum & Exhibition is scheduled for March 22-24, 2016 in San Antonio, Texas at the Henry B. Gonzalez Convention Center. The 2015 event attracted record attendance of more than 3,200. More than 250 exhibitors will showcase their products and services. You can’t afford to miss it.

British Legal Technology Forum 2016

Xait to exhibit at The British Legal Technology Forum 2016

Returning to London on Tuesday 8th March 2016, The British Legal Technology Forum will welcome an estimated 1,200 visitors from the world of law and legal technology.

As Europe’s largest legal technology conference and exhibition, The British Legal Technology Forum will bring together the most respected professionals from both the legal and commercial technology sectors to examine and explore the systems, strategies, processes and platforms that will drive law firms and legal businesses into the next decade and beyond.

Xait’s team will be available for the duration of the event at the Xait Stand E4 Section E. Come visit us and enjoy demos and presentations.

To find more details about the event, please visit The British Legal Technology Forum 2016

DATE: March 8th, 2016
WHERE: The Old Billingsgate, London
EVENT: The British Legal Technology Forum 2016

Learn how XaitPorter can help

Create legal documents that are complete and consistent, in less time, so that you can reduce operational costs.Tell me more

Twas the night before closing

Merry Christermas!

Twas The Night Before Closing 

by the Traveling Salesman

So we are here; the end of the year…
When shops and main streets are packed with bustling people,
while office buildings are snowed in,
only left with the salespeople.

As budgets get nearer, salespeople get weirder.
Their offers quite generous and often times quite adventurous.
Remember this; Christmas time for a salesperson, it is really quite strenuous.

They call us the business development managers,
but this time of year we are really the challengers.
We try to get your focus amidst all of your shopping,
just add one more thing to your list,
a bunch of XaitPorter licenses for your fireplace stockings.

So as you go to bed on Christmas eve, in the back of your head you might hear…
A business development manager threading lightly down your stairs.
Eating your peanuts, and drinking your whiskey,
almost like Santa only slightly more risky.

As you wake on Christmas Morning, you run down the stairs.
But where are the presents, and where is the Christmas beer?
All that you see is a nice green big box, with an X on its top.
Inside is a contract, fresh, crisp and with quote.

As you hold your pen, a spark and an inkling, a feeling of joy,
XaitPorter for Christmas, optimized for your business.
Now collaborate! No formatting, no layout, no stressing.
Finally; the business development manager can begin resting.

I Wish You All A Merry Good Christmas And A Happy New Year! 

Dedicated to all my “Xaiting” clients, partners, prospects and colleagues. And of course to my very understanding family – from Christer the traveling salesman

This blog was loosely inspired by the classic Christmas Poem “Twas the night before Christmas” written in 1822 by Clement Moore.
Read the original here: Twas the night before Christmas

Using Color in your Documents

Using Color in your Documents

Just how colorful should your professional business documents or proposals be? How much color is too much color? Are you using color to effectively highlight key points are are you splashing color everywhere in hopes of making a poorly worded document seem more interesting or valuable? In the world of business documents color should be used as an emphasis tool and not as a flashy glittery show piece. Each color and section you use color in should have a specific goal and if using that splash of color is not helping reiterate that goal you should think twice about using it.

Make it easier for the information worker

Make it easier for the information worker

In a survey published by IDC in 2012, it states information workers waste a significant amount of time each week dealing with the variety of challenges related to working with documents. This wasted time costs the organization more than $19,000 a year per information worker.

Content Library

The Value of a Content Library

Is there a way to efficiently re-use content? That is a question we have heard over and over again throughout the years and the answer is yes, in XaitPorter its called a content library. Many times business documents tend to say the same thing or have the same sections that go in each documents much like an about us section, product descriptions, SLAs, or terms of service. Is copying and pasting really the best way to solve this issue? Lets take a look at 3 key benefits of using a content library.

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