What are the best practices for managing facilities services and supplies procurement?

When undertaking the audit one must ensure key stakeholders are invited to both critique the current service and express their thoughts on how the service could be improved. One element of this is to also verify the stakeholder is aware of the terms of the service as it is now. There may be a shortfall in what is actually being done vs that contracted or there may be an misunderstanding of expectations. I found developing the terms of service with stakeholders revealled unexpected findings and aided in future buy in and support when new service providers were engaged.

In addition to assessing your needs, it's crucial to involve key stakeholders, such as department heads and end-users, in the evaluation process. Gathering input from those directly impacted by facilities services and supplies ensures a comprehensive understanding of specific requirements and preferences. This collaborative approach not only enhances the accuracy of needs assessment but also promotes a sense of ownership and satisfaction among end-users. Furthermore, considering sustainability and compliance aspects during the needs assessment enables you to align your procurement strategy with environmental and regulatory standards, contributing to responsible and ethical sourcing practices.

One thing I have found helpful to strengthen the shop floor to logistics followed by receiving end. The executers involve like Drivers, Supervisors & security required to be brain storm on regular basis. As they are vital link for deliveries and approaches as per company policies. This link should be more syndicated and aligned from source to destination.

If you haven’t already, consider moving to output based specifications to give suppliers the room to be creative and bring new ideas to the table.

First, understand who you are working with. Take time to know your supply base. It is essential to establish clear 'communication' channels and take advantage of technology to 'optimize processes.' Conduct periodic 'evaluations (SBR's)' with suppliers and provide/receive constructive feedback. Have a clear escalation path, and always think about how you can add value to both yourself and your supply base – in the end, you are a team!!

My suggestion on this step is to add a security validation of the risks before contacting with vendors, which is particularly important when working with international companies. For instance, you could check the OFAC's Specially Designated Nationals and Blocked Persons List (SDN) and also the FATF High Risk Jurisdictions ("black list") and Jurisdictions under Increased Monitoring ("grey list"). All these lists are available online and are periodically updated.

After nailing down our needs, the next step is diving into market research. It's about exploring what's out there: who are the suppliers, what are they offering, and at what price? I don't just look at the numbers; reputation and past performance are big on my checklist. Tapping into online platforms, industry associations, recommendations, and trade shows gives us a broad view. I also watch for the latest trends and regulatory changes affecting our procurement. This thorough market research ensures the best quality and value in facilities, services, and supplies. It’s all about making informed choices.

I would also suggest consideration be given to ESG and DI factors. Company policies or aspirations may have a particular bearing on the suppliers that would be considered suitable and appropriate for the works.

Creo que aquí es importante a?adir que en este paso entra en escena la importancia de la experiencia previa que aporta la persona al cargo del proyecto. Es uno de los valores a?adidos de alguien con experiencia en el sector o en procesos similares ya que podrá aportar opciones de posibles proveedores sin tener que dedicar tanto tiempo y esfuerzo como lo haría alguien que parte de cero.

Cash is king to negotiate, so the better payment terms the better pricing. Staying touch or looking what other options the market brings like vendors, contractors and suppliers is another way to compare performace, capacity and costs.

Before jumping straight into the negotiation phase, a key step is to ensure a "fit" with the potential providers. A shortlist of providers should have visited the location for the works, spoken to stakeholders and provided feedback on their offering. Ideas and innovations should be encouraged in order that a finalised scope is fully documented, clear and communicated for quotation. Sometimes, as part of the contract, I have found the use of photographs to demonstrate what is to be considered the benchmark and understanding of the expectation of great help. Interpretation can be quite open so the better defined the requirement the better.

Managing facilities services and supplies procurement efficiently requires a strategic approach that ensures cost-effectiveness, high quality, and seamless operations. Here are some best practices to achieve these goals: Procurement Strategy, Standardized Procedures, Supplier Management, Cost Management & Bulk Purchasing, Compliance and Ethics

En la negociación hay que saber ceder. Buscar la mejor opción para ambas partes, partiendo de la base que te quiero comprar y vos me queres vender.

Negocia??o de contratos é fundamental para garantir o melhor negócio. Comunique expectativas, requisitos e objetivos de forma clara e busque uma rela??o mutuamente benéfica com os fornecedores. Documente e negocie escopo, entregas, pagamento, garantia, responsabilidades e resolu??o de disputas. Uma boa negocia??o garante o melhor negócio e minimiza riscos para seus projetos!

Having a clear path for authorization of changes in service level, stocking items, stocking levels, changes in products, etc. is required to avoid miscommunications that could lead to costly surprises.

Managing a relationship with the supplier with effective communication is the key. Supplier should be made aware of the quality issues, product satisfaction, delivery times and any other issues must be addressed and solved. Apart from this, suppliers should also be given a nod when they go above and beyond.

Maintain supplier relationships. Monitor performance. Address issues promptly. Measure quality and efficiency. Use tools like KPIs and SLAs. Track and report results.

One of the most important things is the relationship with suppliers, although transactions are between companies, they are people who make things happen in the best possible way. Maintain transparent communication and monitor performance indicators, in addition to promoting a cycle of collaboration and continuous improvement is extremely important.

Los procesos son los que nos aseguran, que los clientes dispongan de una única experiencia con tu empresa. La experiencia de cliente es esencial y para ello disponer de unos procesos optimizados es esencial

Aquí podemos agregar la Innovación, debemos tener claro que estamos un mundo globalizado donde es necesario estar a la vanguardia de los cambios tecnológicos, ofimáticos que llevan a estar a la altura de la competencia. Hoy en día hay tantas herramientas que permiten optimizar procesos, lo que permite reducción de costos para la empresa. En un mundo digital, una organización no se puede dar el lujo de estar obsoleta, eso no le permitirá avanzar y peor aún, poder competir, lo que puede llevarla a tener que cerrar operaciones.

Dentre tantos aspectos importantes a serem refinados em uma organiza??o, hoje em dia, em vista da nova gera??o de profissionais imediatistas, que por sua vez n?o conseguem aguardar o tempo natural de matura??o dentro da empresa onde atua, aumentam-se os gastos devido ao crescimento do turnover. Sendo assim, como nunca, os processos internos precisam estar bem definidos e atualizados, para se reduzir ao máximo o período rampagem do próximo colaborador que vier a integrar ao time. Ou seja, a fase de integra??o precisa ser ágil e eficiente, para que o novo profissional comece a gerar resultados o quanto antes!

My journey has been marked by a commitment to continuous improvement with a lot of learnings, From leveraging technology to redefining workflows, every enhancement has contributed to a more agile and responsive organizational framework. Streamlining workflows, identifying bottlenecks, and implementing improvements have not only enhanced productivity but have also fostered a culture of innovation within the organization. As you dive into the process of optimization, Get input from all stakeholders, for informed decision making, and cultivate a mindset that views challenges as opportunities for improvement. Continuous optimization is not just about efficiency, it's about building a culture that thrives on innovation and adaptability.

I have found that working in the system is the only way to see what needs changed. Listening to those who work in the system everyday. With every company looking for lean procurement, you must be open to change. Not change for the sake of change. But change that will benefit those who are doing the work. Looking for processes that are redundant or policies that are outdated and make the job harder. Those are things that should be looked at.

Effective management of facilities services and supplies procurement involves several key practices. Firstly, establish clear communication channels between stakeholders and suppliers to ensure transparent expectations. Implement robust vendor management, evaluating performance regularly to maintain service quality. Embrace technology for streamlined procurement processes, from requisition to payment. Employ strategic sourcing, seeking suppliers that align with your organization's values and goals. Lastly, foster strong relationships with suppliers, promoting collaboration and flexibility to adapt to changing business needs. This holistic approach enhances efficiency and contributes to a well-functioning facilities procurement system.

In my experience, it is important to leverage technology and automation tools to streamline procurement processes and enhance decision-making. Implementing procurement software can help track inventory levels, monitor spending, streamline purchasing workflows, and generate reports for analysis. Automation can reduce manual errors, improve efficiency, and provide real-time visibility into procurement activities. Additionally, utilizing electronic catalogs and online marketplaces can simplify supplier sourcing and procurement transactions.

One thing I have found extremely helpful is that my unwavering dedication to ensuring quality in the products supplied or service output by suppliers and all stakeholders. It is important that we ensure the highest standards of quality are provided at affordable prices so that our products offered and/or services rendered remain the best in the global market to retain customer loyalty and increase sales continuously over time.

Eficiencia en el proceso de adquisición de un producto, traducido en la obtención del producto en tiempo récord insumiendo la menor cantidad posible de recursos.

In your way you will often find offerings that are apparently better than what you currently have. If your current vendor is performing well, it is important to thoroughly consider the risks of jumping into a different vendor, because the variables that could go wrong or you are taking for given are often greater than the ones that could improve. This doesn't mean you should religiously stick with the same vendor forever, it just means that you should make sure you are considering enough information and managing all the possible risks before changing something in a relationship that is performing well.