Nowadays, a Bid Manager is a person who should be focused on many operations that impact a business. During the work, they can use many tools to perform effective Bid Management. In this article, we will tell you about Microsoft Teams – one of the most useful tool for collaborative work and how it can help you to meet project goals and implement powerful teamwork management.
The main goal of Bid Managers is not only to prepare proposals but also to manage databases, to understand business needs, to mitigate the risks, and much more. In other words, they need to collaborate at the scale of the organization. At the same time, Bid Managers should lead their team properly because 90% of their tasks depend on teamwork. So how do you stay effective, focused, and manage organizational flows in these dynamic conditions?
Bid Management Challenges
Miscommunication between team members and customers
In their daily work routine team members communicate about lots of different topics such as product updates, customer needs, internal reports, and others. In addition, there are many different communication channels: messengers, emails, internal software, face-to-face meetings, video conferences.
As a result, oftentimes bid managers face miscommunication when team members lose some information or interpret it in different ways. This, in turn, leads to ineffective work, project goals loss, and an unfriendly work environment.
In addition, it’s especially topical we are talking about communication with subcontractors or customers. Not structured communication or loss of documents can cause profit decrease or negative brand image.
Ineffective teamwork planning
When working with many workflows at the same time, bid managers should consider the capability of their team. In other words, to successfully run different projects, bid managers should create a structured workspace with tasks, deadlines, and responsibilities for the sales team.
Without teamwork planning, the risk of missing deadlines, KPIs, and orders delays is increasing. Without strict planning, bid managers aren’t able to ensure accountability and transparency.
Simultaneous work on multiple RFP
Creating an optimal RFP response is not an easy task. When dealing with proposal team management, you face many different challenges before the project is successfully complete.
Without providing a collaborative process from each team member for RFP responses, managers may face difficulties with giving an accurate image of their organization as proposal writers lack access to valuable data.
One more problem during the work on RFPs is a lack of the documented and repeatable strategy. In addition, RFP timelines push limits and in order to meet hard cutoffs, team members sacrifice quality.
Inaccurate strategic planning during Bid Management
In their daily tasks, Bid Managers must analyze and track a huge amount of data. It’s a crucial point for the right strategic planning and milestones setup.
There are many challenges with not achievable milestones, KPIs, and cross-department alignment. Without strategic planning, your organization risks performing RFPs with not appropriate length, upset the resources balance, and even lose subcontractors.
Additional workloads that bid managers receive on a daily basis make it even more challenging to do both short-term and long-term planning.
Insufficient preparation for the risk management
To perform the risk management and mitigation strategy, bid managers should foresee the market conditions and build dynamic and ready-to-changes environment. But sometimes, they cannot drive business growth because the team is not ready for changes.
For quick response to any business threats, managers should not only execute their strategy but also have sales talent ready to support it. Old way of training, database losses, low-quality daily work performance, unstructured work environment – everything can prevent your organization from preventing potential risks.
Wasting time on salespeople training
To improve your sales reps’ productivity and stay effective in the present volatile market conditions, bid managers should train their sales team. But it’s not an easy task – to collect all the needed training information in one place and perform training in a time-efficient manner.
In addition, you should understand the impact of the training course and how can it improve your sales team productivity.
The solution for Bid Management with Microsoft Teams
Microsoft Teams is a software that allows you to put your organization in a structured workspace. With Microsoft Teams you are able to create different teams with relevant channels according to your projects, proposals, or departments. With collaboration at the scale of your organization, you can communicate, share documents, set up meetings, and much more. Let us share with you different examples of how you can solve your bid management issues by using Microsoft Teams.
Microsoft Teams with relevant Standard and Private Channels for Bid Management
To avoid miscommunication and keep the conversation in one place, create teams according to your new RFP responses or projects.
Add team members and create relevant business channels to communicate on different topics and share documentation through the right channels. For example, create the Deal Room for your salespeople. Follow customers updates, work on the new proposals, and track the results through different Channels.
In addition, don’t forget that during each project you may have high-secured documentation, such as signed contracts or customers’ financial flows. With Microsoft Teams, you can create Private Channels and share information between Private Channels members. Moreover, you can invite subcontractors or customers as guests. This way, they can see the documentation and conversations in the Private Channels, but they won’t be able to manage any content or Tabs.
Planner for different teams at the template level with Microsoft Teams
With Microsoft Teams you can not only create different teams and channels but also add useful tools right into the Channels Tabs. We suggest you pay attention to the Planner. With this software, you can set up boards with daily tasks, choose responsibility and priority. (screenshot)
In such a way you can successfully manage your teamwork planning in a structured workspace, meet deadlines, and track your salespeople’s productivity quickly.
You can even build the Planner at the template level. From there you won’t need to waste your time on creating Planner for repetitive tasks during the new RFP response start.
The Microsoft Teams Template for each of the new RFP
To simplify your daily work and accelerate a new RFP response push, create a Microsoft Teams template for each of your new RFPs. In doing so you will get a fully provisioned team with copied channels, tabs, and settings just in a few seconds.
For example, announce new tasks through New Requirements Channel, approve and correct documents into the Proper Drafts Channels and manage closed deals with needed documentation in the Final Reviews.
Through this process, your team will work in the ready to use workspace. With a structured system, you can improve your team productivity and relationships with your subcontractors.
Collecting and sharing Bid Management results in the Forms with Microsoft Teams
To perform the right strategic planning, bid managers should analyze many different reports, reviews, and project data. With Microsoft Teams you can not only track the project results but also collect data with strong Data Analysis. Here is another use case that demonstrates how you can improve the process of data usage and storage.
With Microsoft Forms software you can collect and share project results across teams. Just include the Forms into your Microsoft Teams Template, create a form for project reviews and RFP reporting to facilitate and structure the process of data collection from your team members.
As a result, with effective data management, you will be able to foresee the workflows effectively and perform accurate planning.
The Microsoft Teams Template for crisis management
For sustainable business growth, your team should get ready for any changes or potential threats to the company.
To do so, create the Crisis Management Microsoft Teams Template and handle any external or internal risks. With relevant business channels, such as Planning, Exec Reviews, or Safety Procedures you can quickly set up communication between the right teams. Just add the Tabs with needed apps and upload necessary files and documents.
In addition to the guidelines-based workspace, you can set up security policies or add permanent Teams Owners and ensure in your secured information safety.
Ready to use team for salespeople training
Finally, to improve the efficiency of the training for your sales reps, build a template for training courses or onboarding processes. Increase the quality of your RFP process, stay informed about the latest market changes with ready to use team and relevant channels.
In addition, you can add files to your template, training materials, guides, ebooks – everything you need for your team development.
It’s so easy to make presentations, set up video conferences, and share feedback right in one place.
SalesTim Templates Technology – the tool for Bid Management in Microsoft Teams
With SalesTim App you can solve both of your business and IT needs. Create Microsoft Teams Templates with copied Standard and Private Channels, Files, Tabs, Settings, and Members. In addition, set up the following Governance policies:
- Naming Convention
- Approval Workflows
- Permanent Membership
- Targeting Audience
- Security Policies and Permanent Membership
Let´s discuss the necessary steps, and how the process works.
1.Create the Original Team in Microsoft Teams
Build the Original Team with relevant Business Standard and Private Channels. Afterwards, structure your workspace and add all needed elements, such as Files, Tabs with any Microsoft or third party Apps, and Settings.
2.Build a Microsoft Teams Bid Management Template
Create a Microsoft Teams Bid Management Template as an Admin User from the Original Team. At this step, you can set up governance rules. For example, set up the dynamic or fixed Naming Convention, add permanent members and owners or choose the additional approval workflow to protect your privacy.
3.Create teams from your own template
Let your end-user create teams from your own template. This way, they will have the fully provisioned team for new RFP Response, New Proposal, Internal communications with Subcontractors, and more in a few seconds.
You can build a Template Catalog according to your different use cases. Let your organization collaborate on different deals with Microsoft Teams Templates with accesses and settings at the organizational level.
Bid Management process is a collaboration among various stakeholders. When working together with your team members, you can manage RFPs, communicate with subcontractors, and close successfully deals, choosing the right tools. With Microsoft Teams you are able to collaborate in a structured workspace. Use additional software, such as SalesTim to improve your effectiveness, enhance time management, and empower your Governance Policies. Learn more about the Microsoft Teams Template Technology and explore more possibilities for Bid Management in Microsoft Teams.