Customer story:

Samsic Group Streamlines Proposal Process to Support International Development Strategy using XaitProposal

Samsic Group, known for its integrated business services, including facility management, human resources, and multi-technical maintenance, works with 30,000 companies in 25 countries in Europe and beyond. They have streamlined their large volume proposal process for seamless collaboration and consistent content across seven countries, in five languages.

Today, instead of wasting time on outdated tools and time-consuming processes, their experts are investing more time in innovative storytelling for a competitive edge.

Business outcomes:

  • International development strategy
  • Improved production process
  • Story-based approach
  • Proposals as structured and easy to read
Samsic logo

Region
France

Company size
90000

Industry
Services

Solution
XaitProposal

Time-Consuming Process, Unsatisfactory Results

Samsic Group, known for their tailor-made services, faced several time-consuming challenges that echo throughout the human capital industry. Outdated tools and duplicated templates were slowing them down, and producing unsatisfactory results.

  • Outdated Tools: Like many companies that produce a large number of proposals, Samsic had a Word template with suggested argumentation and a few personalization slots such as figures and technical details.
  • Duplication: This same template was duplicated endlessly (no matter who the customer/industry was).
  • Lost Data Quality: Over time, the original template lost data quality, the proposal was inaccurate and inconsistent.
  • Time-consuming Process: Results were unsatisfactory: time-consuming process, difficult obsolescence management, complex and disappointing layout, no collaborative work on the same proposal.

To avoid being left behind by their competitors, Samsic Group needed to streamline their proposal process and get more proposals out the door each month. Specifically, they needed a proposal solution that would allow them to:

  • Structure and professionalize the sales proposal production process
  • Manage content update and data back-up
  • Reduce time to create proposals while increasing quality

About Samsic Group

Present in 25 countries in Europe and beyond, Samsic contributes to the performance of more than 30,000 customers by offering them fully bespoke services, tailored to their specific needs. With a revenue of €3.2 billion, and 93,000 employees, who dedicate themselves to supporting the safety, wellbeing and comfort of millions of people, Samsic is one of the market leaders in professional support services in Europe.

“The assistants responsible for the production of the proposals recognized the added value: Because of the automated layout, we were able to focus more on content, improving the proposal production process.”

– Elena Moisey, Project Management Officer at Samsic Group

Elena-Moisey-Samsic-Group-704x704

“Concrete Business Outcomes”

Today, Samsic Group has overcome time-consuming processes, inconsistent content, and disappointing layouts. Now they are delivering on-brand, tailored proposals their clients perceive as structured and easier to read.

  • Greater Efficiency. Streamlined process and less time spent on formatting.
  • Greater Productivity. More time spent on what matters most: the content itself.
  • Greater Perception. Clients report proposals are structured and easy to read.

A Modern Solution

In 2012, Samsic launched an RFP to meet their three objectives. There was a wide gap between the three competing providers, says Moisey:

“Xait, with its XaitProposal solution, was the most successful offer both in terms of process, software functionalities, and results. We especially appreciated the management of content modularity through the questionnaire and the quality of the graphics layout of the final document.”

  • Questionnaire: Ask the right questions, organize the right information, integrate variables and get 80% of your offer. The rest is personalization.
  • Automatic Layout: Harmonize brand guidelines and strengthen local brands. Have a professional document in one click.
  • Intuitive Editor: Easily add and customize content without worrying about the summary. Easily adapt a summary to a specific need: it’s a simple drag and drop.
  • Content Library: Organize content and specific arguments for easy access, as well as governance for consistency and accuracy.
  • User Friendly: “Its ergonomy, its functionalities, and its structured approach make it an appreciated tool.”
  • Dedicated Team: “The approach is structured, and the results are concrete. The dedicated team is attentive and always looking for appropriate solutions.”

“Today, 30 proposal templates are available for our 300 users in seven countries, in five languages. Each proposal template, contract, and amendment is dedicated to one of our fields of expertise. We also have an innovative storytelling proposal.”

– Elena Moisey, Project Management Officer at Samsic Group

A Real Competitive Difference

Today, XaitProposal is fully integrated into Samsic's ISO-certified internal processes.

  • Stronger Local Brand Identity: Samsic can now strengthen the identity of a major group's local brand. Each country has local proposal templates with group content available.
  • Greater Focus on Content: Most companies that use tools that aren't tailored to proposal production end up spending more time on formatting than on what matters most: the content itself.
  • Great Feedback from Clients: Samsic ran a proposal analysis campaign with their partners. The results are clear: They perceive the proposals as structured and easy to read, thanks in particular to the strong anchoring points and refined graphics.
  • Remove Objections: Thanks to time-based rather than theme-based milestones, they were able to remove objections. Samsic called it “A story that we are going to live together”.

Samsic has achieved their goals with XaitProposal, and they have gone one step further, by using storytelling to innovate on a proposal.

“Our wish was to increase the reader’s perception of a proposal dedicated to cleaning. We wanted to guide him or her through the different stages of the collaboration, such as “How will the three years of our collaboration go?” and “How is Samsic handling each step?”.

This meant breaking with a theme-based structure to handle it in a temporal way – “the three years of partnership and how we will proceed on each step”. Thanks to time-based rather than theme-based milestones, they were able to remove objections. Samsic called it “A story that we are going to live together”.

A whole training cycle was developed by Samsic to help people understand the story, along with a change in how the tool was handled and a completely new commercial positioning. Moisey explains:

“On the prospect side, this makes a real competitive difference. We explain that we anticipated everything right from the start and throughout the project. Our prospects embrace the approach and appreciate the audacity to do things differently.”

 

XaitProposal screen mockup with logo

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