How is Laurenty's cleaning division organized, and who is involved in drafting proposals?
Jonathan Prenten, Marketing & Communication Director Oil & Gas:
Laurenty’s cleaning division is structured into five regional branches, each responsible for preparing commercial proposals for both public and private clients. Within each branch, proposals are developed collaboratively by the commercial secretariat, sales representatives, and the branch director.
In addition, a sixth branch—the general management—focuses primarily on national clients and oversees proposals at that level.
How did you previously draft proposals, and what were the main challenges?
Previously, proposal drafting and updates were handled by the general management using a set of shared source documents. These documents were frequently edited—both in content and formatting—by different teams, which led to a flood of versions with inconsistent styles and layouts.
It wasn’t unusual for a client to receive proposals from two different Laurenty branches that looked completely unrelated. While this may not have raised concerns in the past, it’s become increasingly problematic as expectations for professionalism and brand consistency have grown.
We faced several key issues: a lack of uniformity, overly complex processes, limited proficiency with the tools we were using, and inefficient information management. Today, speed is critical—we sometimes have as little as two days to deliver the first draft of a proposal, and our old way of working simply couldn’t keep up.
How did you launch the project?
At the start of the project, I defined several key objectives:
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Ensure brand consistency
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Simplify tools and processes by providing a clear, structured framework for all teams
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Save time and increase efficiency
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Standardize content across the organization
To find the right solution, we evaluated several external providers alongside our own internal tools. This comparison helped us clearly identify the limitations of each option and determine the best path forward.
Why did you choose XaitProposal?
What really stood out to me about XaitProposal was its approach to change management. The platform keeps users focused on content creation within a familiar text editor, which makes adoption much easier across teams.
One of the biggest advantages is the clear separation between content and design. Our teams were spending far too much time adjusting layouts and adding creative touches that didn’t align with our brand. We needed a solution that would let us reclaim control over our brand identity—and XaitProposal delivered.
Another key benefit is the centralized content library, which ensures consistency and makes it easy to access up-to-date material. On top of that, the platform offers flexibility in customizing documents, reorganizing content, and updating the table of contents—all without compromising structure or quality.
How did you launch the project?
We took a structured project management approach from the start.
In 2020, we began by consulting all relevant teams. We met in person with commercial secretariats, sales representatives, and branch directors across the organization. These conversations helped us establish clear objectives and define detailed requirements based on real user needs.
We then formed dedicated project groups and selected three branches to serve as pilot sites. These branches began using XaitProposal exclusively for 100% of their proposals. Bi-weekly meetings were held to address challenges, share feedback, and keep the project on track. Before using the software, all users participated in mandatory in-person training sessions.
To support adoption and consistency, we developed a dedicated training platform with step-by-step guidance, an FAQ section, and analytics to monitor usage and progress.
By June, the pilot program was a success—and we moved forward with a national rollout. Today, 100% of proposals from the cleaning division are created using XaitProposal. We've even integrated digital signatures into the final PDF documents.
The impact has extended beyond the cleaning division: both our HR and QSE departments are now using XaitProposal to produce their internal reports.
What feedback have you received from users?
Sales representatives have expressed how much easier and more enjoyable it is to issue proposals now. With formatting no longer a concern, they feel more confident and take pride in the proposals they send out.
Most of the feedback has centered around content rather than the tool itself—because alongside the implementation of XaitProposal, we also restructured our proposal templates and refined our sales messaging. Naturally, some users initially looked for familiar content they were used to, but the overall reception has been very positive.
What has changed for your teams?
Having a shared tool has brought our teams closer together. Collaboration between branches has become much smoother, and there’s a greater sense of unity across the division. Previously, it was difficult to step in and support another branch—but now, with standardized tools and templates, we can easily assist one another when needed.
The consistent formatting of proposals across all branches has also strengthened our brand image and improved how we present ourselves to clients.
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