Last updated on 2024年8月30日

Vendors' work overlaps in your facility. How do you navigate conflicts between them?

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Navigating vendor conflicts in facility management (FM) is akin to conducting an orchestra; every instrument has its part to play, and harmony is key. When vendors' work overlaps in your facility, it can lead to discord and operational inefficiencies. As a facility manager, your role is to ensure that each vendor performs their tasks without stepping on another's toes, maintaining a smooth and productive environment.

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Mohammad Masri

Head of Procurement | Biomedical Engineering Consultant | Procurement Planner | Cost Reduction | Negotiations Leader |…

1 Vendor Mapping

To prevent conflicts, it's crucial to have a clear vendor mapping strategy. This involves understanding the scope of work for each contractor and ensuring that their responsibilities are clearly delineated. Create a master schedule that highlights when and where each vendor will be working. This proactive approach allows you to foresee potential overlaps and address them before they become an issue. Regular communication with your vendors about their schedules and responsibilities will help minimize conflict and ensure that all parties are aware of each other's activities.

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Mohammad Masri

Head of Procurement | Biomedical Engineering Consultant | Procurement Planner | Cost Reduction | Negotiations Leader | Contract Management | Supplier Relationship Management | Supply Chain Optimization & Management
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Choosing the right vendor for the right part of the project is one of the most important points that must be taken into consideration for the success of the project, with the vendors not conflicting with each other and having prior knowledge of the required tasks and how to accomplish them in the best and most complete way.

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2 Conflict Resolution

When vendor overlap does occur, conflict resolution skills become essential. Address the issue promptly by bringing the involved parties together to discuss the conflict. It's important to remain neutral and listen to both sides before making a decision. Establishing a set of ground rules for conflict resolution at the outset of any contract can also help guide these discussions. Aim to find a solution that minimizes disruption to your facility's operations and is agreeable to all involved parties.

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Mohammad Masri

Head of Procurement | Biomedical Engineering Consultant | Procurement Planner | Cost Reduction | Negotiations Leader | Contract Management | Supplier Relationship Management | Supply Chain Optimization & Management
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Let me point out that one of the most important points in resolving disputes between suppliers is not to listen to the story from one side, but rather the complete opposite. You must be aware of everything that happened, the details, and the size of the dispute, and make the right decision that is appropriate for the quality of the work, away from feelings and emotions, and in a purely objective manner, taking into account the agreed upon project preparation period.

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3 Contract Clarity

Clear contracts are the foundation of smooth vendor relationships. Ensure that each vendor contract includes detailed descriptions of the scope of work, timelines, and boundaries. This clarity will help prevent misunderstandings and disputes over work areas. When drafting contracts, consider the possibility of overlap and include terms that specify how such situations should be handled. This foresight can save you a great deal of trouble down the line.

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Mohammad Masri

Head of Procurement | Biomedical Engineering Consultant | Procurement Planner | Cost Reduction | Negotiations Leader | Contract Management | Supplier Relationship Management | Supply Chain Optimization & Management
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After writing the contract and taking into account all the details, in terms of the work specifications, completion time, agreed prices, and the method of resolving disputes in the event of any dispute arising in the future, this contract must be sent to the legal department of your company before signing it to read it carefully and clarify if there are any weak points in the contract or if there are some missing points that must be repaired.

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4 Communication Channels

Establishing open communication channels is vital for managing vendor overlaps. Encourage vendors to communicate directly with each other, as well as with you, to coordinate their work. Provide platforms or regular meetings where vendors can discuss their schedules and any potential conflicts. This collaborative approach not only helps in resolving immediate overlaps but also builds a culture of teamwork and mutual respect among the various service providers.

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Mohammad Masri

Head of Procurement | Biomedical Engineering Consultant | Procurement Planner | Cost Reduction | Negotiations Leader | Contract Management | Supplier Relationship Management | Supply Chain Optimization & Management
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Establishing a good relationship and friendly communication between suppliers makes work more productive and reduces tensions, disputes and problems that can occur due to the gap between suppliers.

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5 Regular Reviews

Conduct regular reviews of vendor performance and the effectiveness of your overlap management strategies. These reviews will help you identify patterns or recurring issues that need to be addressed. Use this opportunity to gather feedback from your vendors on how the process can be improved. Continuous improvement is a key aspect of FM, and by refining your strategies over time, you can reduce the likelihood of vendor conflicts occurring in the future.

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Mohammad Masri

Head of Procurement | Biomedical Engineering Consultant | Procurement Planner | Cost Reduction | Negotiations Leader | Contract Management | Supplier Relationship Management | Supply Chain Optimization & Management
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We must developing a follow up template for the tasks assigned to suppliers, with the aim of following up on the work step by step and on a weekly basis to track down the problems that occur and limit their exacerbation so that it is easy to avoid them and move forward towards the final, sound and pre-planned outcome.

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6 Proactive Planning

Finally, proactive planning can help you navigate vendor overlaps effectively. Anticipate busy periods or high-risk scenarios where overlaps are more likely to occur, and plan accordingly. By staying ahead of the curve, you can allocate resources, adjust schedules, and take other necessary steps to prevent conflicts before they happen. Proactive planning demonstrates your commitment to maintaining a harmonious and efficient working environment for all vendors involved.

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Vendors' work overlaps in your facility. How do you navigate conflicts between them?

1

2

3

4

5

6

1 Vendor Mapping

2 Conflict Resolution

3 Contract Clarity

4 Communication Channels

5 Regular Reviews

6 Proactive Planning

Facility Management (FM)

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Vendors' work overlaps in your facility. How do you navigate conflicts between them?

1

2

3

4

5

6

1 Vendor Mapping

2 Conflict Resolution

3 Contract Clarity

4 Communication Channels

5 Regular Reviews

6 Proactive Planning

Facility Management (FM)

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