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HCMWorks Insights

Selecting the Right Vendor Management System in 2021

Posted by Julia Fournier on 2 Feb 2021

Vendor management processes are fundamental to doing business. Companies often rely on multiple vendors to fulfill certain business needs. This includes office supplies, utilities, services, and goods that allow your business to function. Having access to a large pool of vendors usually means having access to a better selection and, ultimately, more competitive pricing. Despite so many aspects of to day-to-day operations relying on vendors, it is surprising how little attention is given to managing them effectively.

Many companies may be under the impression that they have done their due diligence when it comes to vendor selection, vetting, and performance. However, many businesses may not have the in-house expertise to identify potential problems early on. Not all businesses know exactly what to look for or where to even begin, which is why we have listed a few crucial things to look out for:

Innovation and Adaptability

Businesses need to adapt and innovate to remain competitive, and vendor management is no different in 2021. In fact, it is important to constantly reevaluate your processes and services to ensure that you are getting the most out of your vendor management strategy, as well as to keep securing the best possible deals.

Vendor management means negotiating with several third-party businesses, services, and providers at once, which is why flexibility is crucial to the long-term success of your strategy. Vendors may change their prices and terms according to fluctuations in demand. To make sure that you are taking advantage of the most competitive pricing, you will need to be able to stay up to date with the latest developments in your vendor database.

When it comes to services, your existing vendors may begin to offer services at more favorable rates than your usual suppliers. Without a good overview of your vendor’s offerings, you may miss out on opportunities to consolidate suppliers - and consequently, more favorable rates. Regularly reevaluating your options can help you unlock new opportunities to save money and potentially streamline your operation.

Remember: In an ever-changing world, the only strategy guaranteed to fail is one that never changes.

Building Lasting Relationships

Successful businesses are built upon strong relationships. The same holds true for vendor management: mutually beneficial and sustainable relationships are key to long-term success. Creating strong and lasting ties with your vendor helps create efficiency, cost savings, and perhaps most importantly, trust and reliability. Once you find a suitable vendor, you will want to nurture and expand that relationship. That is why it is important to develop a management strategy that focuses on cultivating important partnerships, rather than just filling quotas.

Strong relationships can also benefit your brand in other ways. By creating precedence, you and your vendors will become better aligned in terms of what to expect when doing business in the future. In addition, deep ties can help build strong relationships that can boost your reputation as a reliable partner when it comes to deadlines, payments, and ethical behavior. Conversely, dealing with less reputable vendors may indirectly harm your company. The right management strategy will take these aspects of your business relations into account and ensure that your company’s reputation is protected.

Risk management is a big part of effective vendor management. Allowing third parties access to your business infrastructure or relying on providers to deliver mission-critical services inevitably introduces risk. However, good relationships can help mitigate risk as you and your vendors can create customized solutions that address your specific business concerns. Ultimately, keeping loyal and dependable vendors in your supply chain not only minimizes risk, but also saves time and money in the process.

Getting Started with Vendor Management Systems

A good vendor management strategy requires to right tools. When implementing a Vendor Management System (VMS), it can be advantageous to consult with an expert. This way, you can be sure that you are selecting the right solution that suits your business and learn how to utilize it correct. Whether you are just starting out, or have spent years working in a specific program. HCMWorks can support your objectives as an independent third party. Learn more about how partnering with HCMWorks can take your VMS Technology to the next level. 

Tags: Vendor Management, VMS, vendor management system

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