Produce more proposals and tender with fewer resources

Produce more tenders, proposals and documents with fewer resources – but at what risk?

When producing greater numbers of bids, tenders, sales proposals, marketing surveys, RFP’s, RFI’s, RFT’s, due diligence questionnaires and all your documents you have three main direction.

1. Do nothing

2. Put more people into the equation

3. Implement better systems/software

Have you ever asked yourself:

• Why does writing proposals and bids take up large amounts of time?

• Why is it, when bids are sent to the client there is always room for improvement and it is not always my best work?

• Why can’t I quickly locate that magic phrase or document that I used on another “Proposal”?

• How can I know the information I am using is accurate and that the higher authority has signed off on its use for my document?

• I would like to re-use that great intro I wrote some time ago for this product, but I can’t remember where I stored it – How do I locate it?!

• Not so long ago my best subject matter expert wrote a tender but he has been let go and now the file is missing!  - How can I find it? Or was it removed on departure?

The issues

• Communicating incorrect information to the client or potential client.

• Financial pressure for efficiency in any given business day.

• Retaining the quality of outputted documentation.

• Not submitting documents on time or at all.

What are the risks?

Being more efficient does not mean working faster with consequences like lower quality output, unfortunately time pressure can and often lead to errors that could have been avoided.

These errors can lead to:

• Selling goods or services at a lower or unsustainable price

• Offering the wrong service

• Not being compliant

• Copying the wrong terms and conditions where labour and equipment may vary for example

• Misrepresentation and therefore exposure to legal issues that lead to damages claims

• Delays to projects caused by incorrect data

• Damage to reputation of the individual and/or the company

All of these risks could be prevented or corrected and therefore avoided, with effective controls wrapped in an assurance process. The assurance process or compliance framework takes the drama out of client engagement.

What are the causes for these risks?

For example - Pressure on the sales person to do more in less time and be more productive is ever increasing. As companies seek to maintain profitability and market position, individuals now face additional pressures to perform. Many employees find themselves in situations where they struggle to perform and output the required output in company timeframe and guideline. Many organisations’ management are not aware of the sales force automation software or solutions now available to assist them achieve the organisations goals.

So, we have an interesting mix of needs for the client facing professional:

• The need to have authorised and compliant sales and marketing material

• pressure to find information quickly

• Pressure to work more effectively with clients

• Document content accuracy

• Reduce redo work

• Access to a knowledge base of previously authorised content, rather than cutting and pasting (mistakes as well as usable content) from old proposals or other documentation

Their management need to simultaneously manage:

• Bring new recruits up to speed quickly

• Reduce or eliminate Intellectual property theft

• Improve productivity

• Maintain process during times of change or reorganisation

• Eliminate hurdles so the client facing professional can work efficiently

There is a solution

Global KAP can assist by providing an effective framework for your information which will empower staff in the creation, assembly and delivery of completed bids, proposal, tenders or other company communications and information to clients or prospects.

Global KAP can provide solutions to these issues mentioned above. These solutions provide an unparalleled ability to easily and quickly provide proposal writers, technical writers, marketing, bid managers, project managers, bid coordinators and sales professionals with instant access to enterprise-wide information from anywhere they are 24/7/365.

Our solutions support the enterprise by:

• Delivering total turnkey solutions, tailored for your enterprise

• Improve the process/program delivery

• Increase productivity on  average by up to 50%

• Improve productivity for growth

• Empower proposal professionals through effective communications

• Enable staff to do more in the same or less time depending on business process

Solutions delivered by Global KAP, are built around workflow designed to save every individual involved in the document/content creation and proposal process, significant amounts of time. That’s time for the proposal professional to invest in the content, instead of the assembly of a complex RFP response.

Time savings in producing your organisations sales proposals, tenders and bids for:

• Subject Matter Experts (SMEs) who are not surprised by last minute demands for content they’ve previously provided.

• Compliance Officers relieved of having to read everything, every time, not knowing what is previously approved content and what is not.

• Sales people to sell instead of having to stop while their quote, sales proposal or pitch is being customized and assembled. Improve your sales engagement model.

• Looking for material to blend in to your companies proposals. With an intuitive Google™-like search engine, you can index the entire contents of any Microsoft Office document (including Word, PowerPoint and Excel), as well as PDF and HTML files. HTML means even your organization’s web site can become searchable content available for insertion into any type of communication, proposal or marketing document you are building.

• Assembling of the document, the integrated Assembly Centre permits Word and PDF files to be arranged in a ‘drag & drop’ preview, and combined into single documents. Additionally the user can assemble PowerPoint presentations by drawing on any number of slides from an unlimited amount of PowerPoint files into a single presentation.

Additionally, templates representing specific sales proposal and tender documents are also created using the SalesDocBuilder™ tool. This allows sales people the ability to assembly complex documents based on rule-based logic, which can be easily controlled by the administrator with no programming skills.

Summary

Global KAP can provide solutions that enable 20% to 70% time savings and productivity gains of 50% which clients on average have achieved.

Additional information can be provided on request. Our consultants can demonstrate how our solutions will assist your organisation key to your documentation creation needs.

Get a demonstration now to get control of your documentation creation environment.