Communication within a bid team

In this article, I use the definition for bid as any formal submission of an offer in reply to a (public) tender, #RfP or #RfI

I think everybody agrees that #communication within a bid team is extremely important. The nature of most bids is that a relative small team of specialists are working on the same bid during a relative short timeframe. I am wondering is we are using the most efficient and effective tools to support the special communication needs inside bid teams. 

Let’s zoom in on those special needs, we need:

  • the ability to share information within context, e.g. the context of a task, a risk, an assumption or anything you can think of;
  • a solution that offers communication alongside store and share, like #Social #Media platforms are offering in the form of posts and comments;
  • a spreadsheet like environment to keep track of tasks, risks, assumption, issues and dependencies;
  • access from any device like desktop devices, tablets and smart phones;
  • a secure environment, hosted by one of the largest cloud providers worldwide;
  • support external users through a system based on “by invitation only”;
  • support for full transparency to everything what changed in the bid information combined with a detailed audit trail of all changes;
  • an environment that replaces email as this has the risk of missing information.

At Excellent Bid, we build templates and processes for bid management based on boards. Within a board (or a bid if you want) several groups are available to record things (pulses) like:

  • Bid Documents
  • Bid Questions
  • Tasks
  • Risks and Issues
  • Assumptions and Dependencies

The beauty is that every bid team member can create and update #pulses within those groups and that every pulse has its own communication board where team members can leave comments or attach any type of information. Every piece of communication or information sharing is always in context of a pulse. This makes this collaboration tool much more efficient that communication by email.

And yes, for those email junkies: you can get an email alert on every update if you want.

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