Using Huddle to optimize bid management activities and drive international expansion.

Employing 28,000 people in the UK and overseas, Go-Ahead is one of the UK’s leading public transport providers, enabling more than a billion journeys each year via bus and rail services.

Go-Ahead started working with Huddle over a decade ago, and, with recent expansions into Europe and Asia, they continue to use Huddle to deliver efficient, high quality bids for domestic and international tenders.

“Huddle continues to be an essential tool for our bid teams here in the UK and around the world, driving efficiency and helping us deliver world class responses to high value international tenders.”

Adam Fitton, IT Business Analyst Manager at Go-Ahead
 

The challenge

“To deliver winning bids, we need to pull together teams of industry experts, and make it really easy for them to work together.”


Go-Ahead’s drive for international expansion brought with it the challenge of assembling bid teams comprising internal staff, external contractors and vendors, all located in many countries around the world. With tender responses often being commercially sensitive, a solution was needed that would provide a secure environment for document collaboration, and one that was accessible to team members regardless of their location.

“To deliver winning bids, we need to pull together teams of industry experts, and make it really easy for them to work together on the documents needed to deliver a compelling response.” Explained Adam Fitton, IT Business Analyst Manager at Go-Ahead. “Teams often include external members, and some of our bids are delivered with a partner, so an internal network drive wouldn’t work, and email doesn’t provide the levels of security and organization we need.”

“With so much activity going on across multiple bids, and new bids starting all the time, we need a solution that could be managed by users, but without compromising on security.”

Adam explained that ease of use is an important factor for the bid teams. “With so much activity going on across multiple ongoing bids and new bids starting all the time, we need a solution that could be easily managed by users, but without compromising on security – we want to avoid having a solution that requires a lot of support from the IT team.”
 

The solution

“The complexity of setting up a new site for each bid, and the administration of access for external team members across countries meant that using SharePoint would have placed a huge burden on the IT team.”

In recent years, Microsoft O365 and SharePoint have become core applications across the organization. Adam explained why Go-Ahead have continued to use Huddle for bid management. “Although we had the option of using SharePoint, the complexity of setting up a new site for each project, and the administration of access for external team members across different countries meant that it was impractical and would have placed a huge burden on the IT team. With Huddle, the business development teams are pretty much self-sufficient, and they really love how easy it is to use.”

“With Huddle, the business development teams are pretty much self-sufficient, and they really love how easy it is to use.”

“Because we retain the best examples of our previous bids in Huddle, they are readily available as reference material for new bids, which makes the process much more efficient than trying to locate existing documents in email. With the dynamic nature of the bids we work on, things can change very quickly, so Huddle’s version control means the bid teams can check changes and revert back to an earlier version in just a few clicks.”

“Huddle is a safe way to share information between parties, much safer than Email, where it is dangerously easy to share sensitive information with the wrong people.”

Security also played a big part in Go-Ahead’s decision to stick with Huddle. “Huddle is a safe way to share information between parties, much safer than email, where it is dangerously easy to share sensitive information with the wrong people. In certain circumstances we now actually mandate that information should be shared only via Huddle, and the audit trail feature means managers and IT can check user activity on any document.”
 

The outcome

“Huddle has helped to ramp up our global expansion while allowing us to remain cost effective.”

“Huddle continues to be an essential tool for our bid teams here in the UK and around the world, driving efficiency and helping us deliver world class responses to high value international tenders.” Explained Adam, who concluded by explaining that Huddle’s value has stretched beyond bid management and into the delivery of won business. “Once we’ve won a new bid, we can quickly transition into mobilization. We can invite the delivery team into the bid workspace to begin the process of delivering against the needs of the project. Huddle has helped us to ramp up our global expansion while allowing us to remain cost effective.”

From the early days of helping Go-Ahead share operational and engineering knowledge across service depots, through to becoming a core application in their expansion into Europe and Asia, we are hugely proud to have Go-Ahead as one of our longest relationships, and to be a part of their journey into the global market and beyond.

 

Want to find out more about how Huddle can help improve collaboration and knowledge sharing in your organization? Request a Demo today.


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