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Words: Andy Mallett, Images/Editing: Megan Carthy

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His boss has asked for a proposal on the new CRM for a big prospect they have been chasing. They need it by next week BUT John is off site and not back until the week after next!

No problem because luckily John’s office has recently moved to Office 365!

John starts by using Skype and presence indication to check who is about and finds that Sue is around. Great news! Sue has been with the firm a long time and been working with the prospect since the start.

John pings a quick IM on Skype to Sue to gauge availability. Sue is a little busy but can help out later.

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In the meantime John starts to build out an environment to help keep everyone informed. He starts by creating an Office 365 group to bring them together. He adds Sue and himself as members and links the group via a connector to the CRM Online deal. Now all members of the group will be kept up to date on changes to the deal.

He has worked on similar deals before and knows somewhere in the back of his mind one was a very close fit. He visits Delve, the Office 365 enterprise search facility, and looks for CRM proposals. He remembers it was driven by Sian and so focuses on her documents. Bingo! There it is, the previous proposal with worked examples, pricing strategies, user stories… the whole 9 yards.

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John copies the document and pulls it into SharePoint attached directly under the deal in CRM. He is not ready for this to be live in the Office 365 group just yet. He is planning to open the group to the client and wants only the finished proposal on there. He quickly changes titles and names in the document and shares it with Sue so they can both edit it.

John Skypes Sian to see if she is available and, discovering that she is, schedules a Skype meeting for himself, Sian and Sue later that day.

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John opens up the Skype meeting invite and creates a OneNote shared between the attendees for the meeting. Sue and Sian dial in from the respective offices and get access to the OneNote. They discuss the current prospect and give Sian the highlights. Sian has some great insights from her previous engagement and John takes notes in the OneNote. Sian and Sue agree that the notes reflect the details discussed.

Sian has to go but Sue and John stay on to discuss the document. They both open the proposal and look at the various sections. John and Sue agree which parts they will work on and add some content on the fly as they go. They can both see the content changing as the other makes additions and feedback via Skype.

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John had been researching the client whilst waiting for the meeting that day and elects to present his screen to Sue. He takes Sue through the various sites that belong to the prospect and shares his insights from time spent researching them. He raises some concerns about pricing relevant to the prospects size and they agree to look at the price model later and involve the sales manager, Mark, in the conversation.

Sue and John work with their teams in real time to bring the proposal together quickly. Tasks and updates posted to the CRM deal by the sales department surface in the Office 365 group and are incorporated quickly, accurately and once only.

They are happy that the proposal is looking good and share it to a secure SharePoint site created for the client to view. The client is invited and a quick Skype session setup to get some feedback. During the session, Mark, the sales manager is present online and prepared to instantly react to price concerns from the client. He uses Dynamics CRM to adjust the figures and eventually gets a price the client is happy with. The client agrees the proposal and the sales team send the proposal to him electronically via DocuSign to accept his signature.

The team has won the deal and John wants to thank everyone for their hard work. He creates a Yammer post to praise the team members and copies the whole company.

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