How can you document vendor escalations and resolutions effectively?

3 How to format your documentation?

No matter the format you choose, such as a spreadsheet, table, report, or dashboard, there are some best practices to follow in order to make your documentation clear, concise, and consistent. These include using a standard template or format for all vendor escalations and resolutions that is regularly and accurately updated. Additionally, use simple and objective language that avoids jargon and ambiguity, while providing enough details to support your statements. Labels, headings, colors, icons, or charts can be used to organize and highlight key information and data. Filters, sorting, or grouping can be used to categorize and prioritize issues by escalation level, date, status, or vendor. Finally, comments, notes, or attachments can provide additional information or evidence such as screenshots or emails.

4 How to communicate your documentation?

When communicating your documentation of vendor escalations and resolutions, it is important to consider the audience, channel, and message. Identify who needs to know what, when, and why, and tailor your communication accordingly. Choose the most appropriate and effective channel depending on the audience, purpose, and context. When crafting your message, convey the facts, actions, and outcomes of the vendor escalations and resolutions while highlighting the value and benefits of your project management. Use positive and constructive language to emphasize solutions and achievements while acknowledging challenges and learnings.

5 How to use your documentation for improvement?

Your documentation of vendor escalations and resolutions can also serve as a valuable source of feedback and learning that can help you improve your project management and your vendor relationship. Therefore, you should use your documentation to analyze the root causes, patterns, and trends of the vendor issues, evaluate the effectiveness and efficiency of your escalation and resolution processes, review the performance and satisfaction of the vendor and other stakeholders, implement necessary actions and changes to address the issues, enhance the processes, and improve the outcomes. Additionally, you should monitor the results and impacts of your actions and changes, measuring progress and performance against your goals and expectations.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?