5 Strategic Vendor Management Best Practices for Businesses


Every business aims for the bottom line. To do that, the business needs to grow. Growth is an all-around aspect. Growth in purchases, sales, delivery, and consultation. Growth in utilities, inventory supplies, software development, and many more. As a company grows, handling its branches may become too much work for its workers.


If specific tasks can’t be handled by a company internally because of time, workload, and area of expertise, in that case, the company will need to rely on other companies that can handle and specialize in handling such. Giving out services and products to third-party companies helps boost business growth and productivity.


Who is your vendor?


Depending on what your firm does, other companies (vendors) mostly help the company’s team focus on the company’s aim, purpose, and vision. Generally, other companies (vendors) include cleaning companies, utility companies, and delivery companies. And some services like cattery services, inventory supply services, and consulting.


A vendor is a legal entity (a person or firm usually with a business name) that offers services or goods to a customer or another company. The services offered by vendors range from maintenance or labor to consulting, cleaning, IT, repairs, building maintenance, banking, and many more. Vendors can also be producers of goods or companies who deal with extracting raw materials or resources.


vendor management


Working with other companies or vendors is not a walk in the park as there are problems with it. Some of the problems include looking at the dangers in the affair and reducing the cost of services and goods through pricing and negotiations. Another is building an affair that will last long with your vendors and increase cost savings.


Vendor management has been a thing since 1983. There is no big rule to follow when it comes to it. Every company should check that its vendor management matches its size, difficulties, workload, and risks.


Many companies see vendor affairs as a hard and stressful process because it is a business of different aspects. This includes who your vendors are and what services they render. And the internal policies your vendor should follow and the type of data they have access to. Vendor affairs should be seen as an opportunity as it helps the company monitor its monthly and key operating expenses. A good vendor management process keeps finances under control and reduces security risks.


What is vendor management?

A simplified definition from us, Gatekeeper. Vendor management is the affairs with your vendors. And the documents that explain the affair are created, monitored, and arranged. These documents ensure that your and their business objectives are achieved.


Vendor handling is a process companies use to manage their affairs with their suppliers, also known as vendors. The procedures of the affairs enable the company to measure, monitor, and control costs. To reduce vendor-related risks, ensuring service delivery. It also ensures a win-win situation and affairs that last longer over short-term gains between the company and the vendors.


Handling vendors include vendor selection, looking for and getting price information, and contract discussion. It also involves service assurance and measuring the quality of work. It also includes proper handling of affairs in case of multiple vendors and checking performance by setting organizational standards. It ensures that the payments are always made on time and other aspects related to successful vendor relationships.


In terms of data security, it is important vendors take the right steps to protect your company’s information. This is a very important aspect of vendor management.


Vendor affairs are not very easy and yet important. That is why there are many ways that companies of all sizes and fields can use to handle vendor affairs better. Companies can get maximum value from vendor affairs. In addition, applying vendor affairs best practices that we’ll break down in this post will help your firm.


5 Strategic Vendor Management Best Practices for Businesses 


Vendor handling is widely used from company to company and comes at different levels and structures for different companies. To some companies, vendor affairs could be a partnership with cleaning services. While for others, vendors are marketing firms or data centers.


Good procedures in vendor affairs can result in increased customer satisfaction, reduced costs, better quality, and better service from the vendor. Though, the time and money used in building a good and quality vendor relationship cannot be compared directly to the company’s revenue. If there happens to be a problem, good vendor management procedures will be quick to remedy the situation.


Suppose your business is still wondering why vendor affairs are important or seem too hard, which makes where to start an issue. Regardless of your specific use case, vendor management best practices can be applied to all scenarios.


Before you can implement vendor management best practices, you need to understand what vendor management processes truly are. Vendor affairs typically involve several different stages, including:


Vendor Sourcing

Contract Negotiation


Vendor Performance Monitoring

Risk Management



  • Go for a good vendor management policy


Planning reduces a lot of things you do not expect, stress and errors. It would be best to create a policy within your organization for vendor affairs. Vendor affair policy should include rules that govern how to work with vendors throughout the entire vendor relationship.


The company will need to create a committee responsible for creating the policy, reviewing how well vendors work, and changing the policy terms. Also, the policy will provide details about staff and what they have to do to create a good division of labor. It is also important for the policy to state how many vendors are needed within each category of its operations. The policy should also align with the company’s overall aims and objectives. And define your company’s rules for what vendors should do. Lastly, the policy should include vendor records, how they handle risk, and other important factors.


Creating vendor policies in advance will save time, money, and stress, protecting against obstacles down the road.


  • Choose the right vendors.


Getting the right vendor is good as the company’s smooth operation depends on some services offered by vendors. Looking for the right vendors adds to how well a company does in the market. That means a company set out for the best vendors should follow standards. To develop strong vendor affairs for your business, look for experience, focus, and how stable the vendor is.


Once the company is sure that vendors can deliver, the next thing to do is look at the details of the affairs. Stating what the vendor will provide. Details should include delivery times, types of orders, and costs to avoid making mistakes on both sides.


However, companies should not forget that vendors will not always give the expected standards even with contracts in place. Therefore, looking at how well they work should also be important for your vendor management.


  • Follow vendors up 


Following vendors up ensures that vendors continue to provide value. They follow the terms of contracts and agreements and are not presenting any danger to your business.

A vendor follow-up process checks vendor activities and if they follow the rules. Keeping vendor data will ensure that you are up to date on what the vendor is doing. Also, know what to do if the vendor is not working well. Even good vendors make mistakes and sometimes do not work well without a good reason.


Companies can use Key Performance Indicators (KPIs), which are values to know where vendors work well. KPIs can improve how your team handles its supply chain, uses its vendors, and makes adjustments. Company plans can be arranged based on KPI data to attain your company’s objectives.


  • Managing the risks


Involving a third party increases the danger to the business. When creating policies, companies should include policies to reduce dangers. Handling danger involves checking and looking for dangers that can affect the business badly. Company dangers that need to be handled are; not agreeing to rules, vendor fraud, data leaks, court cases, loss of intellectual property, etc.


  • Communicate Constantly


Everything that has been discussed can be summarized in communication. Vendors do not exactly know what the company has in mind: company objectives and all. The vendor policy is all about communication. Checking vendor is also all about communication. Good and quality communication will help avoid problems and handle issues before they become problems.


A good relationship with vendors has become the talk of the day. A bad relationship may lead to loss and bad use of money and court cases. A bad image for either one or both parties. At gatekeeperhq, company-vendor relationships are well managed. Whether the company is big or small, dealing with multiple vendors, or is unsure of its vendor management system.


Companies and vendors must prepare for problems with good and quality plans. This plan should be on vendor affairs. By focusing on the vendor management best practices mentioned in this post, you will easily go through all the challenges and strengthen your supply chain for any future challenges.


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