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Guide to Vendor Management

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by Beroe Inc
13 October 2020

What is vendor management? Vendor management is the set of tasks carried out with the aim of finding the right vendors and maintaining good relationships with them. It involves ensuring that the vendors provide on-time delivery of products and services. The vendor management process ensures that vendor-related risks are avoided and proper vendor research is done. Proper management of vendors is required to ensure the organization is aware of the vendors, how they work, and whether they want to maintain a long-term relationship with them. In the case of multiple vendors, vendor management includes the management of all the vendors efficiently.

What Is Vendor Management Process?

The vendor management process is the set of tasks that define how an organization will engage with its vendors. The steps included in the process can vary from organization to organization but some fundamental steps are generally followed by organizations. Here are those vital steps.

Step 1: Determine Business Goals

The first step is to think of business goals because these will help ensure proper metrics are used to evaluate vendor performance in the later steps. Questions such as why the vendors are required and how they can help are starting points to think of how they will be involved in the organization. When business requirements are determined, it becomes easier to allocate resources without any waste and ensures efforts are efficiently utilized.

Step 2: Build A Team

The second step of vendor management includes establishing a team for managing vendors. The people involved in the team should include those who are knowledgeable in determining business goals, selecting the right vendors, have negotiation skills, and can track all vendor-related activities. As the team is key to the relationship between the organization and the vendor, it should be chosen with care. A dedicated team will ensure redundancy is reduced and inefficiencies are eradicated.

Step 3: Create A Database

Creating a database is the next stage in the process of managing vendors. In this, all information concerning each vendor needs to be stored and categorized for easy retrieval. When vendor information is organized, then it becomes easy to know which vendor to contact in case of immediate requirements. Moreover, evaluation and budgeting become effortless. Streamlined information is another benefit of creating a vendor database.

Step 4: Determine Selection Criteria

The process of vendor management includes identifying how the vendors will be selected. Numerous factors are to be considered to select the right vendors for an organization. Some of these criteria include industrial recognitions, cost, legal records, how stable they are financially, and how much experience they have in the same field. Every vendor must be evaluated thoroughly.

Step 5: Select Vendors

The vendors are then evaluated based on the previous criteria that were determined by your vendor management team. The main factors such as how the expiry and renewal dates are, how much experience they have, and their price structure for their services are evaluated in detail. Ensuring that every bit of information is considered before selecting a vendor is necessary to ensure proper selection. It is wise to analyze the strong and weak points of the vendors too at this point.

Step 6: Finalize Vendors

The last step of the process of vendor management includes finalizing the vendors. Usually, the finance and legal team are responsible at this stage. Sometimes, senior management is also contacted at this stage. Once the contract has been finalized, the business units are then shown the contract because they can now start collaborating with the vendors. This happens on a regular basis.

Best Practices Of Vendor Management

Whether an organization performs IT vendor management or any type of vendor management, it is best if it ensures the best practices are followed.

  • Collaboration between the organization and vendor should be the top priority. Organizations should involve vendors to ensure they understand the goals of the organization. This can help generate ideas and improve overall performance.

  • Organizations should clearly communicate with their vendors and ensure they understand the requirements. This can help improve collaboration between the two parties and ensure compliance too. It can even help the organization evaluate the vendor.

  • Organizations should assess the risks involved such as operational, financial, and compliance. This ensures mitigation measures are put in place. Constant monitoring of the internal and external environment is necessary.

  • Organizations should ensure they set realistic deadlines and have realistic expectations because otherwise, it can lead to complications. Sometimes, organizations tend to create impossible goals that can hamper the relationship between vendor and organization in the short and long-term.

  • Organizations should use KPIs to measure vendor performance. This can help organizations understand which vendors are beneficial for them and which are not. This can help improve the vendor management process.

What Are The Benefits Of Vendor Management?

An organization can experience various benefits from proper vendor management. Some of the benefits are as follows.

  • Vendor management can help organizations improve their vendor relationship because they will have all the required information they can get access to quickly. This enables them to be aware at all times and make changes whenever required.

  • When proper vendor management is in place then it can allow organizations to select from a wide range of vendors. This gives organizations more options to choose from and ensure they select the right vendor according to their needs and requirements.

  • When multiple vendors are involved, having vendor management can be beneficial because of the efficiency it provides. It ensures organizations can manage various aspects related to vendors such as contracts in real-time while also enabling them to make informed decisions.

  • When vendor management is done right then it can help cut costs for organizations because inefficiencies will decrease. Moreover, proper management of vendors can help an organization get more value.

  • It is easier to understand the performance of vendors when there is a vendor management system in place. It enables organizations to be aware of what is working for them and what is causing problems. This can help boost the organization’s performance.

We hope this article helped you better understand the significance of vendor management and how it can help your procurement workflow. Visit our blog for more tips and guides on effective procurement practices.

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