We need a file share for our bid – do we really?

Share on linkedin
Share on facebook
Share on twitter
Share on whatsapp
Share on email

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.

Over the last years I often noticed some sort of #file-serving used to store all information related to a bid. My question is: is that really the best way to share information? In this article, I share my opinion on this.

For sure it is important to share information about a bid with all bid team members and stakeholders but there are some specifics to a bid which makes it questionable to use just another file share like environment.

  • Quite often file sharing solutions are limited to employees within one company or domain, and there are good reasons not to use just any web based “sharebox” solution
  • Most of the file sharing solutions do not offer real #collaboration, ending up with document names like “risk register – John edit” or “risk register – revision 2”
  • If we want everybody to see and change anything (and there are good reasons we do want that) the sharing solution needs a detailed #audit log
  • With different disciplines working on the same bid you tend to end up with subdirectories like “Sales”, “Technical” and “Finance”
  • For new team members joining the bid it is difficult to find all latest information with a blink of an eye

The above-mentioned specifics convinced me that a bid needs a real collaboration environment which provides:

  • 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;
  • 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;
  • access from any device like desktop devices, tablets and smart phones.

All of this triggered me to start defining a standardized approach for sharing bid information and to select a tool that fully supports this (and much more). More on this and updates on the progress will be posted here.

 

Meldt u aan!

Wilt u reageren op deze onderwerpen meldt u dan aan via de knop hieronder. U kunt dan zelf ook discussies starten en vragen stellen in het speciale Q&A bord. Help ons en andere geïnteresseerden de informatie op deze site verder te verbeteren.

Sign up!

If you would like to comment on these topics, please register with the button below. This also entitles you to start discussions and to ask questions in the Q&A board. Help us and other interested parties to improve the information on this site.

Use the Esc button to close this popup.