In most client-provider partnerships, procurement
departments generally maintain professional working relationships with
suppliers that border on being overly formal.But such formality can hamper the good communication and
trust needed to bring about long-term value to both the supply chain and
organization.
To create the best partnership possible, procurement leaders
should look to personal relationships for guidance. Communication,
responsibility and patience are tools generally valued only in terms of
personal relationships, but procurement teams can apply these same tools to
reinforce supplier relationships.
Here are four tips for improving relationships with your suppliers:
1.Create channels for consistent communication Communication is the key to any healthy relationship, and it’s a good point to
keep this in mind when dealing with suppliers. Communication will create
transparency on both sides of the channel and prevent hiccups or missteps, like
incorrect inventory count or missing purchase orders. Having the right tools in
place that allow both internal and external teams to quickly communicate and
share documents and other information will help facilitate a more transparent,
even-sided conversation.
2. Dish out blame evenly Pointing fingers during a dispute is instinctual, but it’s important to
distribute blame on all sides. An easy way to ruin a relationship with a
supplier is to place all the blame on their processes when things go awry. When
communication isn’t clear and dilemmas occur, it’s important to look at the
situation from both sides of the transaction critically. Opening the floor to a
conversation around the issue and realizing that both sides are likely at fault
shows respect, translating to a better relationship and smoother future
processes.
3. Know you aren’t the only client Procurement officers know what it’s like to deal with multiple customers and
suppliers on a daily basis, so this same mentality should be applied to the
supplier relationship. Suppliers aren’t just working with your company, so give
them the benefit of the doubt if your needs aren’t instantaneously met at all
times. Procurement departments should assert priority to suppliers without over
communicating demands. This type of mutual understanding will create natural
rapport and motivate suppliers to spend more time working with your company.
4. Create transparency through technology Trust
is critical for a constructive buyer-supplier relationship, and the best way to
build trust is to establish transparency. By using a fully integrated
procure-to-pay system, procurement is able to access real-time information that
they would typically have to request from their supplier. This also saves time,
as procurement no longer has to try to contact a supplier by phone or email. By
simply logging into a platform, they can get what they need right then and
there. Technology also simplifies basic tasks like ordering more supplies and
renewing contracts. Digitizing key processes like these eliminates the chance
of error and creates a satisfactory transaction system for both parties.
Procurement leaders have to establish favorable
relationships with their suppliers to ensure quality services and efficient
processes. By having the right tools in place and practicing consistent
communication, responsibility and patience, buy-side organisations will create
more effective relationships with their suppliers, propelling efficient and
well-run operations.