How do you communicate and collaborate with building vendors throughout the contract lifecycle?

1 Negotiate contracts

Before you sign any contract with a vendor, you need to do your homework and research the market rates, quality standards, and reputation of the potential suppliers. You also need to define your scope of work, budget, timeline, and expectations clearly and in writing. Negotiate the terms and conditions that suit your needs and protect your interests, such as payment terms, warranties, penalties, and dispute resolution mechanisms. Don't be afraid to ask questions, seek clarifications, and request references from previous clients.

2 Monitor performance

Once you have a contract in place, you need to monitor the vendor's performance and compliance with the agreed-upon specifications and deliverables. You can use various tools and methods to track and measure the vendor's progress, such as regular reports, inspections, audits, surveys, and feedback. You also need to communicate and collaborate with the vendor regularly and proactively, using the preferred channels and formats. Address any issues or concerns as soon as they arise and document them in writing.

3 Evaluate outcomes

At the end of the contract term, you need to evaluate the outcomes and results of the vendor's work and assess whether they met your expectations and goals. You can use various criteria and indicators to evaluate the vendor's performance, such as quality, timeliness, cost-effectiveness, customer satisfaction, and problem-solving. You also need to solicit and provide feedback to the vendor and acknowledge their achievements and areas for improvement. Depending on the evaluation, you can decide whether to renew, modify, or terminate the contract with the vendor.

4 Manage relationships

Communication and collaboration with vendors are not only important during the contract lifecycle, but also before and after it. You need to build and maintain positive and professional relationships with your vendors, based on trust, respect, and mutual benefit. You can do this by being transparent, courteous, and responsive in your interactions, recognizing and rewarding good performance, and resolving conflicts constructively. You also need to keep yourself updated on the market trends, best practices, and innovations in your industry and network with other building managers and vendors.

6 Learn and improve

As a building manager, you need to constantly learn and improve your skills and knowledge in vendor management. You can do this by reviewing your performance and outcomes regularly and identifying your strengths and weaknesses. You can also seek feedback and advice from your peers, mentors, and experts in your field and join professional associations and communities that offer training, resources, and networking opportunities. By learning and improving, you can enhance your communication and collaboration with vendors and achieve better results for your building projects.