What are the best ways to follow up with suppliers?

1 Set clear expectations

One of the best ways to follow up with suppliers is to set clear expectations from the start. This means communicating your requirements, specifications, deadlines, payment terms, and feedback mechanisms in a written contract or agreement. You should also clarify how often and by what means you will follow up with them, such as phone calls, emails, or site visits. Setting clear expectations helps you avoid misunderstandings, disputes, and delays, and also establishes trust and accountability.

2 Track and measure performance

Another way to follow up with suppliers is to track and measure their performance against the agreed criteria. You should use objective and quantifiable indicators, such as quality, quantity, timeliness, cost, and customer satisfaction. You should also collect and analyze data from various sources, such as invoices, reports, surveys, and reviews. Tracking and measuring performance helps you identify strengths and weaknesses, provide feedback, and implement improvements.

3 Provide feedback and recognition

A third way to follow up with suppliers is to provide feedback and recognition. You should give constructive and timely feedback on their performance, both positive and negative. You should also acknowledge and appreciate their efforts, achievements, and contributions. You can do this by sending thank-you notes, testimonials, referrals, or rewards. Providing feedback and recognition helps you motivate and retain your suppliers, and also build loyalty and rapport.

4 Negotiate and update terms

A fourth way to follow up with suppliers is to negotiate and update terms. You should review your contract or agreement periodically and assess if it still meets your needs and expectations. You should also monitor the market conditions and trends, and compare your suppliers with their competitors. If you find any gaps or opportunities, you should negotiate and update the terms accordingly. You can ask for discounts, incentives, extensions, or revisions. Negotiating and updating terms helps you optimize your costs, quality, and value.

5 Resolve issues and conflicts

A fifth way to follow up with suppliers is to resolve issues and conflicts. You should anticipate and prevent potential problems by communicating clearly, monitoring performance, and providing feedback. However, if issues or conflicts arise, you should address them promptly and professionally. You should listen to your suppliers' concerns, understand their perspectives, and seek win-win solutions. You should also document the resolutions and follow up on the actions taken. Resolving issues and conflicts helps you maintain a positive and productive relationship.

6 Seek new opportunities

A sixth way to follow up with suppliers is to seek new opportunities. You should not limit yourself to the existing scope and terms of your contract or agreement. You should also explore new ways to collaborate, innovate, and grow with your suppliers. You can do this by asking for their suggestions, opinions, or feedback on your products, services, or processes. You can also invite them to join your events, projects, or networks. Seeking new opportunities helps you create value, differentiation, and competitive advantage.

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?