Before Communication Define clear objectives: Establish specific goals, expectations, and requirements for the project or partnership. Develop a communication plan: Identify key stakeholders, communication channels, and frequency of interactions. Establish a centralized information hub: Use tools like project management software or shared drives to store relevant documents and information. During Communication Be clear and concise: Use simple, unambiguous language to convey requirements and expectations. Active listening: Pay attention to vendor concerns, ask clarifying questions, and confirm understanding. Regular updates: Schedule regular check-ins to monitor progress, address issues, and provide feedback. Use collaboration tools:

To ensure clear communication with external vendors for mechanical components, use precise technical specifications, including part numbers and drawings. Establish regular contact via email, phone, or video calls to discuss requirements and updates. Maintain a written record of all agreements and timelines. Designate a primary point of contact to avoid confusion, and follow up promptly on any queries or changes to ensure smooth coordination throughout the procurement process.

In the request for quotation(RFQ) ensure you have these: 1. Setup online/face to face meeting 2.Clear technical evaluation criteria(TEC) 3. Ask vendor to Provide photo/brand/cert 4. After got the quotation ensure to issue technical clarification(TC) to clear any misunderstanding

Please take note of the following points: ??Identify our goals and needs. ?? Ensure that the vendor's capacity aligns with our standards. ??Provide feedback and recognition as appropriate. ?? Set the terms and conditions in the minutes of the meeting (MOM) and ensure they are maintained in the purchase order (PO).