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How can you identify vendors that are a good fit for your FM operations?

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Finding the right vendors for your facility management (FM) operations can be a challenging task. You want to work with partners who can deliver quality, value, and innovation, while also aligning with your goals, standards, and culture. How can you identify vendors that are a good fit for your FM operations? Here are some tips to help you in your vendor selection process.

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Leandro Picallo Orell

Facility & Project Manager | Hub Tecnológico Espacio Nexus
Hany Darwish

Sr.Operation & Business D. Manager ,Al Moosa Group,Membership & Marketing Director , Dubai Business Group for Clinics &…

1 Assess your needs

Before you start looking for vendors, you need to have a clear understanding of your own needs and expectations. What are the scope, scale, and complexity of your FM operations? What are the specific services, products, or solutions that you require? What are the performance indicators, quality criteria, and compliance requirements that you have to meet? What are the budget, timeline, and risk factors that you have to consider? By defining your needs, you can narrow down your options and focus on the vendors who can meet them.

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Hany Darwish

Sr.Operation & Business D. Manager ,Al Moosa Group,Membership & Marketing Director , Dubai Business Group for Clinics & Day Surgery Centers under Dubai Chamber, Hospital Management Diploma , University of Nottingham
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By systematically evaluating vendors based on these criteria, you can identify those that best fit your facility management needs and contribute to the overall success of your operations

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2 Research the market

Once you have a clear idea of your needs, you can start researching the market and identifying potential vendors. You can use various sources of information, such as industry associations, trade publications, online directories, referrals, testimonials, or case studies. You can also attend trade shows, webinars, or networking events to learn more about the latest trends, innovations, and best practices in FM. You can also use social media, online forums, or blogs to get insights from other FM professionals. By researching the market, you can get a sense of the vendor landscape and the capabilities, reputation, and differentiation of each vendor.

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3 Evaluate the vendors

After you have a list of potential vendors, you can start evaluating them based on your needs and criteria. You can use different methods, such as requests for information (RFIs), requests for proposals (RFPs), requests for quotations (RFQs), or site visits. You can also conduct interviews, surveys, or audits to assess the vendor's qualifications, experience, references, certifications, or accreditations. You can also review the vendor's portfolio, samples, or demos to see the quality, value, and innovation of their work. By evaluating the vendors, you can compare and contrast their strengths, weaknesses, opportunities, and threats.

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Leandro Picallo Orell

Facility & Project Manager | Hub Tecnológico Espacio Nexus
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According to my experience, the best way to evaluate a supplier is to carry out a trial period where non-critical work is assigned, in addition to evaluating all aspects of the service, quality, time, quality of the forms, a lot of time is saved in avoiding long prior legal negotiations with suppliers that we are not sure have the expected performance

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4 Negotiate the terms

Once you have selected the vendor that best fits your needs, you can start negotiating the terms of the contract. You want to ensure that the contract covers all the essential aspects of the vendor relationship, such as the scope of work, deliverables, timelines, costs, payment terms, warranties, guarantees, penalties, liabilities, dispute resolution, or termination clauses. You also want to establish clear communication channels, reporting procedures, feedback mechanisms, and performance reviews. You also want to foster a collaborative and trusting culture that encourages innovation and problem-solving. By negotiating the terms, you can create a win-win situation for both parties.

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Leandro Picallo Orell

Facility & Project Manager | Hub Tecnológico Espacio Nexus
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It is important in the negotiation to also include incentives to achieve high quality standards, a quality service results in economic benefits not only in the OPEX of our organization but also in reducing the processes and costs of the FM structure itself.

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5 Monitor the performance

After you have signed the contract and started working with the vendor, you need to monitor their performance and ensure that they deliver on their promises. You can use various tools, such as dashboards, scorecards, or reports to track the progress, quality, and value of the vendor's work. You can also use regular meetings, calls, or emails to communicate your expectations, feedback, or concerns. You can also use surveys, polls, or reviews to measure your satisfaction, loyalty, or advocacy. You can also use audits, inspections, or tests to verify the compliance, safety, or security of the vendor's work. By monitoring the performance, you can identify any issues, gaps, or risks and take corrective actions if needed.

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Leandro Picallo Orell

Facility & Project Manager | Hub Tecnológico Espacio Nexus
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It is very useful to use satisfaction meters in the end user of the facilities. The perception of quality is not always technical, it is related to human factors such as the personal treatment of our suppliers when they come to perform a service.

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6 Review the relationship

Finally, you need to review the relationship and evaluate the outcomes and impacts of the vendor's work. You can use various metrics, such as return on investment (ROI), cost savings, productivity, efficiency, quality, innovation, or customer satisfaction to measure the results and benefits of the vendor's work. You can also use feedback, testimonials, or case studies to showcase the success stories and best practices of the vendor's work. You can also use lessons learned, recommendations, or suggestions to improve the vendor relationship and optimize the FM operations. By reviewing the relationship, you can celebrate the achievements, acknowledge the challenges, and plan for the future.

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7 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?

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How can you identify vendors that are a good fit for your FM operations?

1

2

3

4

5

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1 Assess your needs

2 Research the market

3 Evaluate the vendors

4 Negotiate the terms

5 Monitor the performance

6 Review the relationship

7 Here’s what else to consider

Facility Management (FM)

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How can you identify vendors that are a good fit for your FM operations?

1

2

3

4

5

6

7

1 Assess your needs

2 Research the market

3 Evaluate the vendors

4 Negotiate the terms

5 Monitor the performance

6 Review the relationship

7 Here’s what else to consider

Facility Management (FM)

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感谢您的反馈

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