Customer story:

Oceaneering saves 60-70% in proposal production time using XaitPorter

Oceaneering is the world’s largest remotely operated vehicle (ROV) operator, with more than 300 systems operating worldwide. They are a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. They also use applied technology expertise to serve Defense, entertainment, material handling, aerospace, science, and renewable energy industries.

Oceaneering logo

Region
Norway

Company size
8500+

Industry
Oil and Gas

Solution
XaitPorter

Today, instead of creating each bid manually, and wasting time stitching together documents and reformatting, their team is saving time for “more time to focus on getting our content just right.”

Business outcomes:

  • Minimized formatting and numbering clean-up
  • More time on content for higher quality
  • Harnessing global resources with ease
  • Leveraging for other documents

About Oceaneering

Oceaneering is a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. The company also uses applied technology expertise to serve Defense, entertainment, material handling, aerospace, science, and renewable energy industries.

“XaitPorter has given us the opportunity to multicollaborate across business units and locations. We’ve calculated how much time the solution saves us, and it’s somewhere between 60% and 70%. It’s easier for us to create tenders that are fully aligned, and the overall quality is much better.”

– Erik Saestad, VP & Country Manager at Oceaneering Norway

Erik-Saestad-Oceaneering-bw-626x540

Traditional Tools Meant “one heck of a cleanup job”

Oceaneering, known for its industry-changing technically creative solutions, faced several time-consuming challenges that echo throughout the energy sector. Their proposals, reports and contracts are large and complex, require multiple experts across global offices, and involve strict compliance and tight deadlines.

“We used to create our bids and proposals in Word, on prem. We then converted the files into PDFs and submitted them to our prospects. Each contributor wrote their piece, and then we had to stitch it all together, with the deadline looming. Reformatting an entire business document in accordance with corporate branding and layout guidelines... Well, that’s one heck of a cleanup job”

Lars Johan Ommundsen, Commercial Manager Norway at Oceaneering

  • Siloed, Serial Development. “Each contributor wrote their piece…”
  • Manual Compilation. “And then we had to stitch it all together, with the deadline looming.”
  • Repetitive Reformatting. “Reformatting an entire business document in accordance with corporate branding and layout guidelines... Well, that’s one heck of a cleanup job.”

XaitPorter is an incredibly useful tool for us. The licensing fees are moderate compared to the time savings. What’s more, formatting, layout and numbering are automatically taken care of, which means we have more time to focus on getting our content just right.

The fact that XaitPorter allows contributors across departments and regions to easily access, edit and share documents anytime, from anywhere around the world, is an advantage that has brought Oceaneering a great deal of added value.

“Manually creating bids was simply too cumbersome and unproductive for everyone involved.”

Lars Johan Ommundsen, Commercial Manager Norway at Oceaneering

Results: Huge time savings

Today, Oceaneering has overcome their manual coordination and collaboration challenges they faced. In fact, they have streamlined their document collaboration and development process and reclaimed significant time.

  • Greater Collaboration. “Allows us to harness global resources in a way that Word or other file-based tools never did. Our international team members are able to contribute as if they’re sitting right next to us at our offices.”
  • Greater Efficiency. “Formatting, layout and numbering are automatically taken care of, which means we have more time to focus on getting our content just right.”
  • Greater Productivity. “Which means we have more time to focus on getting our content just right.”

XaitPorter is an incredibly useful Tool

XaitPorter is the benchmark team co-authoring and automation software solution. Ideal for complex tenders, proposals and reports where teams co-author and everyone saves time to get more done. In fact, more than 90% of Oceaneering’s bids are created using XaitPorter.

“We use XaitPorter to create other business documents, as well, No matter what type of document we’re preparing, be it reports or contracts – everyone works seamlessly together, and we’re always up to date with the latest version. It’s truly a unique tool.”

  • Co-authoring. Knocks down silos for in-parallel work that facilitates real-time data sharing, communication, and feedback, accelerating the development process.
  • Predefined Templates. Pre-defined templates ensure consistency in regulations, formatting and reporting structures, reducing the risk of omissions.
  • Automated Data Integration: Automated data compilation that saves time and reduces errors and rework, freeing up time.
  • Centralized Documents: A single source of truth for all project documents, minimizing the risk of working with outdated, inaccurate information.
  • Version Control: Ensures that all team members are working with the latest document version, minimizing confusion and errors.
  • Layout Templates: Standardizes layout, formatting, numbering and branding to eliminate manual effort, errors, and rework.
  • Automated Workflow: Automates routine tasks such as document routing, reviews, and approvals to eliminate manual coordination.

Evidence of Efficiency and Quality

Oceaneering creates and submits multiple bids and proposals to prospects worldwide. These high-stakes documents are jointly produced across business units, and often in collaboration with affiliated companies and subsidiaries.

  • Time Saved. More time spent on value-added activities that improve job satisfaction and less time spent on tedious, repetitive tasks.
  • Expert Collaboration. Multi-discipline experts across global offices have easier access to each other and the documents they are collaborating on.
  • Improved Quality. “It’s easier for us to create tenders that are fully aligned, and the overall quality is much better.”
  • Scalable. “We know there are opportunities to further leverage XaitPorter. Going forward, we’ll use the solution in ways we haven’t yet thought of.”

With XaitPorter, Oceaneering has boosted their contributor inputs across business units and locations, making it easier to create tenders, reports, and contracts that are fully aligned and higher quality.

With the right document automation and collaboration tool in place, they are also positioned to scale and streamline other high-stakes processes.

That’s a good thing considering their commitment to solving the unsolvable. In fact, their UAE-based affiliate, Oceaneering OiS, was recently awarded the prestigious 2024 Emirates Labour Market Award. This honor recognizes their commitment to innovation, empowerment, employee wellbeing, and significant contributions to the UAE’s workforce development and economic growth.

XaitPorter screen mockup with logo

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