Streamlining collaboration: from bid to maintenance and everything in between
The Collaboration Challenge
Working with government agencies means following strict procedures and security rules. For one of our clients, a technology provider in mission-critical environments, that used to mean juggling documents, emails, and disconnected tools across different teams and phases.
To make things easier, we helped set up a SharePoint-based collaboration environment that brings everything together: bids, contracts, projects, services, and maintenance. All the right information, always available to the right people.
Opportunities were slipping through the cracks. From early-stage bids to pre-sales, project execution and long-term maintenance; teams were missing context, losing time, and making avoidable mistakes.
So we built a structured environment where everyone involved can access what they need, when they need it. Fewer manual errors, faster collaboration, and better visibility across the board leading to better company results.
How we tackled it
After interviewing all the key stakeholders in the company, analyzing the data, understanding the process end-to-end, Semasu designed a solution. First, we built a proof-of-concept to make sure all involved parties knew the direction we were heading to, and to be able to adjust the system, based on feedback, and streamline the solution. The solution was built entirely in SharePoint Online, giving the client a secure, cloud-based environment that’s easy to manage and accessible across teams. Instead of creating separate sites per department, we designed a system based on project sites. Each site clearly shows which phase the project is in, whether it's in bid, pre-sales, active delivery, or maintenance. As the project moves forward, the site evolves with it. Relevant information stays visible and usable, while older content is archived within the same site. This keeps everything organized and ensures continuity without clutter. Each site also includes key project details at a glance, making it easy for team members to recognize what they’re working on and where it fits in the broader process. It’s a setup that supports clarity, collaboration, and smooth transitions between phases.
1
A central overview page is the entry point for all customers, projects and creating new opportunities.
2
Track status across pre-sales, project delivery, and maintenance with all relevant information and documents at your fingertips.
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Access support content 24/7 to help customers quickly and confidently while ensuring they have a maintenance contract in place.