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Techniques to Improve your Vendor Management Strategy

by Richard Pollina

August 9, 2022

Working with third parties is one of the most important aspects of managing a business. However, it can be difficult to do this effectively without a good vendor management strategy in place.

Here are ten techniques that will help improve your vendor management:

Do you really need that vendor?

One of the first steps in creating a vendor management strategy is determining whether you need a specific vendor for the job. It is important to consider whether you can do the job in-house, or if hiring an outside company would be more appropriate. If you decide using an outside vendor is necessary, ensure they are properly qualified and have a good track record of providing quality work at competitive prices.

If possible, try to get a fixed-price contract with your chosen outsourcing partner. This ensures that they will be held accountable for their work and unable to run up unnecessary costs due to unforeseen circumstances. If this isn’t feasible, then try getting a cost-plus contract instead—this allows them some leeway on pricing but still keeps them from inflating their rates without prior approval from yourself or your team members.

Know your vendors

The best way to manage your vendors is to know them. You should learn as much as you can about their background, business and strengths, weaknesses, goals, and values. This will help you better manage the relationship. A good place to start would be their business model: how they operate their company and what makes them profitable?

It’s important that you know where your vendor is coming from and what their goals are. If they’re just trying to get rid of old inventory, then that might not be worth investing in. But if they have some new products or services coming down the pipeline, then it’s a good idea to keep an eye on them. This will help you decide whether or not it makes sense for your company.

In order to know your vendors, you’ll need to get in touch with them. Whether that means meeting up with them at trade shows or other events or simply giving them a call, they must know who you are as well.

This way, you can build a relationship where both parties know each other’s strengths and weaknesses. You can also learn about their company’s business model so that if something goes wrong in your partnership with them, you’ll be able to figure out what happened.

Consolidate your vendors if possible

In addition to the advantages of having fewer vendors, consolidating can also help you ensure that your suppliers are working together more efficiently and effectively. As a result, you’ll get more value from the money you spend on them.

For example, when you have multiple suppliers for the same type of product or service (such as two printing companies), consider using a vendor management tool to create an ecosystem where all parties work together instead of competing with each other for business. This way, everyone can work directly with one another and make it easier for everyone involved in making decisions about things like pricing and new product development.

As you consolidate your vendors, make sure that the ones who remain are being paid fairly for their work and not overbilled. Using a vendor management tool, you can set up contracts with each vendor to ensure they receive fair compensation. You’ll also be able to see how much money each one is making, so you’ll know if it’s worth keeping them around or not.

Train the other staff members who they can talk to

Good training is a vital part of creating a strong vendor management strategy. You should train the other staff members who they can talk to and how they can handle questions from vendors. When it comes to vendor management, there are many different types of people you will interact with regularly:

  • The vendor’s staff
  • The vendor’s customers
  • The vendor’s investors

While you may be the person in charge of managing vendors, it will still be important to let others know what you are doing. If one of your employees has a question about how something works or why a particular department is doing something differently, they should be able to ask someone in that department. This way, everyone knows what’s going on, and there’s no confusion.

A vendor management strategy is important for many companies, especially in today’s world where there are so many vendors. There are different ways to manage vendors, but one thing that all of them have in common is training your staff on how to communicate with customers and investors.

One of the best ways to train people about vendor management is through a training program. A vendor management program can be used for any type of business, but it can be especially useful when dealing with vendors and customers who have never worked with you before. You should create a program that covers everything from how to communicate with vendors effectively, what kinds of questions they might ask or concerns they may have about your company’s products or services, and more.

Get the right contracts

Your contracts should be written in plain language and easily accessible. They should also protect your company, the vendor, and the customer.

For example, get a contract that includes:

  • A specific project definition and scope of work (for example: “the design of an interactive website with five pages”). This way, there is no room for interpretation or confusion later on down the line.
  • A clear payment schedule with milestones met before payments are issued (for example: 50% at project initiation; 30% after phase one complete; 20% after phase two complete). Having these milestones clearly defined is important so that everyone knows what they’re getting into from the start.
  • The contract should also specify how long the project will take and whether or not there are any penalties for missing deadlines. If one party is late on their end of things, the other party shouldn’t have to suffer from that delay.
  • You also need to specify who owns the intellectual property rights once the project is completed. This protects you and the vendor (or customer) from misunderstandings about who gets what. The contract should outline exactly what each person gets, so there aren’t any surprises later on.

It’s also a good idea to have a plan for what happens if the relationship goes sour. This could include clauses like: “In the event of termination, [your company] will pay [vendor] for all work completed up until that point.” The contract should also specify whether or not you can hire someone else to complete the project and who would get paid what.

Create a vendor performance plan, including help with how to improve their performance

You should also create a plan that includes both qualitative and quantitative metrics for measuring performance. You’ll want to set goals for vendors and then develop a plan with them on how they can achieve those goals. If you feel like the vendor is not meeting your expectations, you can have them develop their own action plans to improve their performance.

You also need to decide what happens if the vendor does not meet the agreed-upon goals in your plan, as well as how often it will be reviewed and revised. Once you’ve established these criteria, establish metrics that will help measure progress toward achieving those goals so that everyone knows whether they’re on track or not. Finally, it’s important to remember that sometimes even small improvements can make a big difference, so don’t be afraid to give credit where credit is due.

For example, one company might decide that it is important to measure vendors’ ability to deliver quality products on time and within budget. They would then create a plan with the vendor to achieve those goals. If the vendor does not meet expectations, there could be consequences such as withholding payment or terminating their contract altogether.

Establish an escalation system and communications protocol for when things go wrong

There are a lot of moving parts to manage when it comes to vendor management. With so many different vendors, how do you make sure that things run smoothly?

The first step is establishing an escalation system and communications protocol for when things go wrong. The second is to develop your own goals for managing vendors-and stick with them!

This may sound like common sense, but it’s important to define the problem before starting on a solution. Once you’ve defined the problem and set realistic goals, you can tackle finding solutions together as a team or solo. Defining these goals will also help keep everyone focused on what matters most: keeping customers happy.

Remember: when it comes to vendor management, you need to be able to both manage your vendors and work with them. Sometimes it’s best if they understand what they’re getting into before agreeing on a contract.

One of the best ways to maintain good vendor management is by sticking with your own unique goals. Everyone will have different business goals, but it’s important not to get too caught up in what other people are doing. You need to be ambitious, but stay realistic and set yourself some achievable targets.

Identify metrics for tracking and monitoring performance

To get started, you need to define the problem.

  • What are your goals?
  • How will you measure them?

In order to improve your vendor management strategy, it’s important that you define what success means for your organization. There are many ways to measure success: increased revenue, decreased costs, increased employee satisfaction and engagement, or a combination of all of these elements. You should choose metrics that align with your organizational goals and objectives as well as set achievable targets in line with those goals.

For example, if your goal is to increase revenue, then you might want to measure how much revenue has been made per vendor over the last few years to determine whether or not it makes sense for your organization to switch vendors. If your goal is to decrease costs, you might want to measure how many hours are being spent on each vendor contract to determine whether or not there are any issues with the current contracts which may need addressing.

These are just some examples, but they should help you define the problem you’re trying to solve when it comes down to identifying metrics for tracking and monitoring your vendor performance.

Regularly review your vendors’ performance and set specific goals for them to work towards

By regularly reviewing your vendors’ performance and setting specific goals for them to work towards, you can improve both the quality of the products or services they provide and their ability to meet deadlines.

  • Have a performance management system in place
  • Set goals for the vendor
  • Set goals for yourself
  • Engage with the vendor’s manager regularly

It’s important that each party is on board with this process, both internally and externally.

Regular meetings, quarterly reviews, and feedback sessions can make this a part of your strategy. This is particularly important if you’re considering replacing one or more vendors because they’ve failed to meet expectations. It also allows you to identify any performance issues before they become too problematic

While reviewing this information, it’s also important to maintain a good relationship with the vendor so they can continue providing quality services. By doing this, they’ll be more likely to meet deadlines and provide excellent customer service as well.

The best way to work with third parties is to have a vendor management lifecycle in place

Having a vendor management lifecycle in place will help you understand what kinds of vendors you want, how they can benefit your business, and how to identify the right vendors for your company.

When it comes to managing vendors, it’s important to define the problem that needs solving before starting on a solution. For example: “We need more sales”. Identifying this issue will help determine if there are problems with the current strategy or if new strategies should be considered.


In conclusion, vendor management is one of the most important aspects of a business. If you want to be successful in your business, it’s essential that you have a good relationship with your vendors. It’s important to keep these relationships healthy, so make sure your company and its vendors are on the same page regarding expectations and goals.