How do you design a supplier feedback template that is clear, concise, and actionable?

1 Define your objectives

Before you start designing your supplier feedback template, you need to define your objectives and goals for the feedback process. What are the main aspects of supplier performance that you want to measure and improve? How often do you want to provide feedback to your suppliers? How will you use the feedback results to make decisions and take actions? By clarifying your objectives, you can focus your feedback on the most relevant and important topics, and avoid wasting time and resources on irrelevant or vague feedback.

2 Choose your format

The next step is to choose the format of your supplier feedback template. There are different formats that you can use, such as surveys, questionnaires, ratings, comments, or a combination of these. The format you choose should match your objectives, the type of information you want to collect, and the preferences of your suppliers. For example, if you want to get quantitative data on supplier performance, you can use a rating scale with predefined criteria and scores. If you want to get qualitative insights on supplier satisfaction, challenges, or suggestions, you can use open-ended questions or comments. The format you choose should also be easy to understand, complete, and respond to by your suppliers.

3 Use clear and concise language

One of the key elements of a good supplier feedback template is the use of clear and concise language. You want to avoid ambiguity, confusion, or misunderstanding when providing feedback to your suppliers, as this can lead to frustration, conflict, or poor performance. Therefore, you should use simple and direct words, avoid jargon or technical terms, and explain any acronyms or abbreviations. You should also use consistent and specific terms, and avoid vague or general statements. For example, instead of saying "your quality is good", you can say "your defect rate is below 2%". By using clear and concise language, you can ensure that your feedback is accurate, relevant, and actionable.

4 Align your feedback with your expectations

Another important aspect of a supplier feedback template is the alignment of your feedback with your expectations. You want to make sure that your feedback reflects the standards and criteria that you have agreed upon with your suppliers, and that you provide feedback on both positive and negative aspects of their performance. By aligning your feedback with your expectations, you can reinforce what you value and appreciate from your suppliers, as well as what you want them to improve or change. You can also use your feedback to set SMART (specific, measurable, achievable, relevant, and time-bound) goals for future performance, and monitor the progress and results of your suppliers.

5 Provide examples and suggestions

A supplier feedback template that is clear, concise, and actionable should also include examples and suggestions for improvement. Examples can help you illustrate your feedback points, and show your suppliers how they can meet or exceed your expectations. Suggestions can help you provide guidance and support to your suppliers, and show them how they can overcome challenges or difficulties. Examples and suggestions can also help you create a constructive and collaborative feedback culture, where you and your suppliers can learn from each other, and work together to achieve mutual benefits.

6 Request feedback from your suppliers

The final step in designing a supplier feedback template is to request feedback from your suppliers. Feedback is a two-way process, and you should also be open to receiving feedback from your suppliers on how you can improve your relationship, communication, or processes. By requesting feedback from your suppliers, you can show them that you value their opinions and perspectives, and that you are willing to listen and improve. You can also use the feedback from your suppliers to identify any gaps or issues in your supplier evaluation process, and make adjustments or improvements accordingly.

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?