Bid team managers have a lot to contend with. Teams are often under pressure with deadlines, high work volume is ever-present, and research from our 2017/18 Bid and Proposal Survey Highlights & Insights Report shows that teams are usually understaffed.

Managing large workloads will always be part of the job, but is there a better way to get more done in less time?

What are internal gigs?

Internal gigs or jobs have become invaluable to companies across various industries. The concept is simple: offer tasks that your team cannot complete due to a high workload to a larger audience of company employees who can complete each gig. 

To alleviate the heavy workload your bid and proposal team deals with, gigs can include writing, editing, proofreading, project and proposal management, subject matter expertise contributions and contract updates.

An obvious but important point to make is that bid team managers will need to be selective with the tasks they source help for. We recommend focusing on small tasks that must be completed but your team just cannot get to. Once you’re comfortable delegating more responsibility to people outside of your team, then share more work. 

The benefits

Internal jobs carry several benefits for both your organization and staff. For starters, employees from other departments with certain skills that they want to hone can be exposed to more of the work that gives them the experience they need. Exposure will make them feel more engaged and challenged, contributing to an overall rewarding work experience. 

Internal gigs also offer extra income and can attract people with the best talent and skills to help you get more done in less time, ultimately helping the organization move closer to its goals at a faster rate. 

How to make gigs work in your department

Gig boards only work if they are managed efficiently. To do so, you will need to be able to position each internal job and back them with support.

Here are four pointers on how to make your internal gigs work:

 

  1. An intranet page to host your gigs. Your business likely has an intranet already where company updates are posted, but if not, there are many tools you can turn to that will allow you to create a simple web page on a secure platform. 

    For example, your organization can invest in internal gig software which is especially designed to help you promote new gigs and track their progress. If your business uses Microsoft, you could also use SharePoint team sites to advertise your tasks.

     Intranet to host

     SharePoint team sites – Image Microsoft, Inc.

 

  1. Give clear descriptions of the work to be completed. As most tasks will be beyond the realm of work that staff outside of your bid team may be used to, it’s a good idea to be as thorough as possible about what each task includes. You’ll need to share start date, due date, and remuneration for the task.

 

  1. Highlight skills that you need in candidates. Internal jobs give staff a chance to show skills they may not regularly use on the job, and you could find in the process that you have highly skilled staff who have been hiding in various departments. As you outline the skills and requirements for the job, be sure to stress the skills that are crucial, but also mention others that may be advantageous for candidates to have as this will ensure that the most qualified staff apply.

 

  1. Set the right tone for projects. Once you’ve found the perfect candidate, lean into what bid team managers do best, i.e. project management. Supply a brief, share examples of work and make sure you get confirmation that the candidate has all the information needed to get the job done. Don’t forget to stress an open-door policy should there be a need to clarify any details before they become larger problems or hamper productivity.

Conclusion

Bid team managers and teams carry a large workload which can be lightened using internal job boards. By giving other staff in your company the opportunity to complete tasks your team cannot get to, you offer higher levels of engagement, additional income, and the organization can reach its goals faster.