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What are some rapport-building techniques for online supplier meetings?

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Online supplier meetings can be challenging, especially when you need to negotiate terms, prices, or deadlines. How can you build rapport with your suppliers and influence them to cooperate with you? Here are some rapport-building techniques that can help you establish trust, respect, and rapport with your online suppliers.

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1 Prepare and research

Before you meet with your online supplier, do some homework. Research their company, products, market, and culture. Find out what their goals, challenges, and pain points are. Prepare an agenda and send it to them in advance. Show them that you are interested in their business and that you respect their time and expertise.

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Kingsley Ukpai .M.

I help businesses develop and deploy Supply Chain & Operations Strategies that aid in attaining Organizational goals || I also help bridge knowledge & competence gaps by providing 100% FREE Supply Chain and Tech courses
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One thing that I have found helpful is to start the meeting with some friendly small talk. Even if it's just a brief exchange about the weather or asking how their day is going, a little casual conversation can help break the ice and make things feel more personal and comfortable. Then you can smoothly transition into the agenda, with both parties feeling more open and positive. Little rapport-building touches like that go a long way, especially when you don't have the benefit of in-person, body language and other cues. It sets a cooperative tone and reminds the supplier that there are real people on both ends of the video chat.

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2 Use video and audio

When possible, use video and audio tools to communicate with your online supplier. Seeing and hearing each other can create a more personal and human connection. Use your body language, facial expressions, and voice tone to convey warmth, confidence, and enthusiasm. Smile, nod, and maintain eye contact. Avoid distractions and background noise.

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Kingsley Ukpai .M.

I help businesses develop and deploy Supply Chain & Operations Strategies that aid in attaining Organizational goals || I also help bridge knowledge & competence gaps by providing 100% FREE Supply Chain and Tech courses
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One thing that I have found helpful is to start the video meeting with some friendly, casual conversation, just as you would if you were meeting in person. Ask how their day is going, comment on the weather, or simply say it's nice to meet face-to-face via video. A little small talk makes things less robotic and transactional. It reminds the supplier there are real people on both ends who are hopefully going to build a cooperative business relationship. That personal touch sets the stage for a productive negotiation. Even through a video screen, rapport-building body language like smiles, nods, and engaged eye contact goes a long way.

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3 Find common ground

One of the best ways to build rapport with your online supplier is to find common ground. This can be anything from shared interests, hobbies, values, or experiences. Use small talk and open-ended questions to discover what you have in common. For example, you can ask about their location, weather, hobbies, or family. Avoid sensitive topics such as politics, religion, or personal issues.

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4 Listen and empathize

Another rapport-building technique is to listen actively and empathize with your online supplier. Show them that you care about their needs, concerns, and opinions. Use reflective statements, paraphrasing, and summarizing to demonstrate that you understand what they are saying. Express empathy and appreciation for their situation. For example, you can say "I can see how that would be frustrating" or "Thank you for sharing that with me".

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5 Adapt and adjust

To build rapport with your online supplier, you also need to adapt and adjust your communication style and approach. Pay attention to their personality, preferences, and expectations. Are they more formal or informal? Are they more direct or indirect? Are they more task-oriented or relationship-oriented? Try to match their style and pace without losing your authenticity. For example, if they are more formal, use more polite and professional language. If they are more indirect, use more hints and suggestions.

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6 Follow up and follow through

The last rapport-building technique is to follow up and follow through with your online supplier. After the meeting, send them a thank-you note, a summary of the key points, and the next steps. Keep them updated on the progress and status of the negotiation. Deliver on your promises and commitments. Show them that you are reliable, consistent, and trustworthy.

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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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Kingsley Ukpai .M.

I help businesses develop and deploy Supply Chain & Operations Strategies that aid in attaining Organizational goals || I also help bridge knowledge & competence gaps by providing 100% FREE Supply Chain and Tech courses
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The keys are using that virtual format to simulate some of the rapport building that happens more organically face-to-face, even while keeping the efficiency of online meetings. Blending those personal and practical elements takes some skill but pays dividends. Leverage shared connections. If you know someone in common, mention that upfront. It taps into an element of trust and relationship capital that you can build on. Let the supplier highlight their capabilities first before getting into brass tacks on your business. Showing interest in what they bring to the table and stroking their ego a bit can help pave the way for more flexible negotiations when you make your asks. Appeal to the long-term big picture.

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What are some rapport-building techniques for online supplier meetings?

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1 Prepare and research

2 Use video and audio

3 Find common ground

4 Listen and empathize

5 Adapt and adjust

6 Follow up and follow through

7 Here’s what else to consider

Supplier Negotiation

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