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What is the best way to transition vendors without disrupting your facility's operations?

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Changing vendors is a common and sometimes necessary decision for facility managers (FMs) who want to improve their service quality, reduce costs, or align with their strategic goals. However, switching vendors can also pose significant risks and challenges for the facility's operations, such as loss of expertise, disruption of workflows, or contractual disputes. To minimize these risks and ensure a smooth transition, FMs need to follow some best practices and tips that can help them plan, communicate, and execute the vendor change effectively.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management…

1 Assess your needs and goals

Before you start looking for a new vendor, you need to have a clear understanding of why you want to change and what you expect from the new vendor. You should conduct a thorough assessment of your current vendor's performance, strengths, and weaknesses, and identify the gaps and opportunities for improvement. You should also define your goals and criteria for the new vendor, such as quality standards, scope of services, pricing, contract terms, and compatibility with your facility's culture and values.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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Your FM strategy helps here. Do you have a process for changing a vendor? What is your assessment process? I once had a situation with a vendor who did not understand the environment. However I would say that we did not do an onboarding strategy.

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2 Research and select the new vendor

Once you have defined your needs and goals, you can start researching and evaluating potential vendors that can meet them. You should look for vendors that have relevant experience, qualifications, and references in your industry and facility type. You should also compare their proposals, bids, and contracts, and negotiate the best terms and conditions for your facility. You should also check their availability, capacity, and readiness to take over the services from your current vendor.

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3 Notify and terminate the current vendor

After you have selected the new vendor, you need to notify and terminate the current vendor in a professional and respectful manner. You should follow the contract provisions and give the required notice period, usually 30 to 90 days. You should also explain the reasons for the change and thank the current vendor for their service. You should also request and collect all the relevant documents, data, and equipment from the current vendor, and settle any outstanding payments or issues.

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4 Communicate and coordinate with all stakeholders

One of the most important steps in transitioning vendors is to communicate and coordinate with all the stakeholders involved, such as your staff, customers, suppliers, and regulators. You should inform them about the change and the reasons behind it, and how it will affect them. You should also introduce them to the new vendor and facilitate the exchange of information and expectations. You should also assign roles and responsibilities for the transition process and establish a clear timeline and milestones.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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This is very important. Three major points are relevant here. 1. Stakeholder Management 2. Communication Management 3. Change Management I have seen this so often not being done with change of vendors.

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5 Train and onboard the new vendor

To ensure that the new vendor can deliver the services according to your standards and expectations, you need to train and onboard them properly. You should provide them with all the necessary information, policies, procedures, and protocols for your facility. You should also arrange site visits, orientations, and inspections to familiarize them with your facility's layout, equipment, and systems. You should also monitor and evaluate their performance and provide feedback and support during the initial period.

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6 Review and evaluate the transition process

After the transition is completed, you should review and evaluate the process and the outcomes. You should solicit feedback from all the stakeholders and identify the strengths and weaknesses of the transition. You should also measure and compare the performance, quality, and costs of the new vendor with the previous one. You should also document and report the lessons learned and the best practices for future vendor changes. You should also celebrate and acknowledge the success and the contributions of everyone involved.

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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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Facility Management (FM)

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What is the best way to transition vendors without disrupting your facility's operations?

1

2

3

4

5

6

7

1 Assess your needs and goals

2 Research and select the new vendor

3 Notify and terminate the current vendor

4 Communicate and coordinate with all stakeholders

5 Train and onboard the new vendor

6 Review and evaluate the transition process

7 Here’s what else to consider

Facility Management (FM)

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What is the best way to transition vendors without disrupting your facility's operations?

1

2

3

4

5

6

7

1 Assess your needs and goals

2 Research and select the new vendor

3 Notify and terminate the current vendor

4 Communicate and coordinate with all stakeholders

5 Train and onboard the new vendor

6 Review and evaluate the transition process

7 Here’s what else to consider

Facility Management (FM)

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