When you’re working on bids, it’s sometimes difficult to see the wood for the trees. A reliance on legacy collaboration technologies, such as email, SharePoint and FTP make it difficult to share bid content in a timely manner, drive efficient bid management processes and ensure confidentiality.

The problem with email

Take email, for example. It only includes the people you think to include on the bid; the conversations tend to sink beneath the surface of your overflowing inbox; and they’re disorganized: a message about what price to quote on the bid ends up wedged between the corporate blast about expense policies and the email about someone selling their car.

How appropriate then that this Huddle case study focuses on a UK government department that couldn’t see the wood for the trees during a funding bid process: the Forestry Commission of Great Britain.

A closer look at the Forestry Commission

The Commission is responsible for the protection and expansion of Britain’s forests and woodlands. The department encompasses Forest Research, a world leader in the development of sustainable forestry and Britain’s principal organization for forestry and tree related research. The Forestry Commission employs approximately 3,000 people across over 100 sites throughout the UK.

Regularly managing long-term, multi-stranded projects, the Forestry Commission recognized that it needed a way to effectively manage projects that involved people from various departments within the organization and any external stakeholders.

How Huddle works for bid management

One of the many successful uses of Huddle across the Forestry Commission has been on a funding bid managed by Forest Research. The bid required the engagement of multiple parties, including The Woodland Trust, The National Trust, Department for Environment, Food and Rural Affairs (Defra), Tree Advice Trust, Sylva Foundation, Natural England, Food and Environment Research Agency and Imperial College London.

All parties needed to feed into documents, managed by Forest Research, and it was Department for Environment, Food and Rural Affairs that recommended the use of Huddle. Using Huddle, Forest Research was able to manage version control, all parties could quickly read over documents in one central location and email traffic was significantly reduced between organizations.

Brian Granger, Relationship Manager for the Forestry Commission, who oversaw the Huddle rollout within the organisation comments: “The bid document has now been completed and, while the success of the bid is as yet unknown, putting it together would have been a much harder process without Huddle.”

Huddle is now being used across the Forestry Commission for many similar projects and users of a different collaboration service are currently being migrated to Huddle because of its ease-of-use and sensible pricing model.

Brian continues: “Huddle has proved to be an invaluable solution within our organization for the management of complex projects involving multiple organizations. The need for a service like Huddle has existed for some time and thankfully due to Huddle’s pan government IL2 accreditation, it is a service we are able to implement.”

Get the full story in this Forestry Commission case study.

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