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What can you learn from a bad vendor relationship and how can you improve it?

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A bad vendor relationship can be a source of frustration, stress, and wasted resources for any business. However, it can also be an opportunity to learn valuable lessons and improve your vendor management skills. In this article, we will explore some of the common causes and effects of a bad vendor relationship, and how you can turn it around with effective communication, feedback, and negotiation.

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Danilo Tolentino

Especialista em Compras de Varejo | Análise de Mercado | Precifica??o e Gest?o de Fornecedores
Afsar Shaikh

Project Manager Analytical
Sunil Kumar

Senior Manager, Product Strategy | Product Management | IoT | Connectivity | IoT Devices | Mobility | Connected Devices…

1 Identify the problem

The first step to improve a bad vendor relationship is to identify the root cause of the issue. Is it a mismatch of expectations, a lack of trust, a poor performance, or a communication breakdown? By diagnosing the problem, you can avoid blaming or ignoring it, and instead focus on finding a solution. You can use tools such as surveys, audits, or scorecards to assess the vendor's performance and satisfaction, and compare it with your own standards and goals.

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Danilo Tolentino

Especialista em Compras de Varejo | Análise de Mercado | Precifica??o e Gest?o de Fornecedores
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é fundamental identificar a causa raiz ao abordar relacionamentos problemáticos com fornecedores, como destacado no artigo. Concordo plenamente que diagnosticar se o problema decorre de expectativas desalinhadas, falta de confian?a ou falhas de comunica??o é essencial. Em minha experiência, a aplica??o regular de ferramentas como pesquisas e scorecards prova ser eficaz na avalia??o do desempenho do fornecedor. Essa prática n?o apenas fortalece a parceria, mas também alinha objetivos, aprimorando a eficiência da cadeia de suprimentos.

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Sunil Kumar

Senior Manager, Product Strategy | Product Management | IoT | Connectivity | IoT Devices | Mobility | Connected Devices | eSIM/eUICC | M2M | RSP | SIM/UICC | SM-SR/DP/DP+ | PreSales | PRINCE2 | ScrumMaster | Creative
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Few important steps which can improve the bad vendor relationships: 1. Besides identifying or understanding the problems, gaps and challenges, we also need to agree on standard operating procedures or support process in alignment with the contractual obligations. 2. Well defined RACI matrix along with clearly identified SPOC's is key to avoid any issues or challenges in vendor relationships. 3. Set processes and systems are very important for successful and happy relations with any vendor. 4. Providing clear information, instructions, and expectations to our vendors will eliminate the majority of day to day issues. 5. Regular cadence with vendor and continuous efforts to build strong relations are also critical.

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Afsar Shaikh

Project Manager Analytical
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The common problem with vendors is that they desire a more that 50% conversion ratio. However, both vendors and clients need to understand the realities of the sales process. Achieving a 50% conversion rate is an unrealistic expectation for several reasons.

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2 Communicate clearly and respectfully

The second step to improve a bad vendor relationship is to communicate clearly and respectfully with the vendor. This means expressing your concerns and expectations, listening to their perspective and feedback, and acknowledging their value and contribution. You can use various channels of communication, such as phone calls, emails, or meetings, depending on the urgency and complexity of the situation. You can also use positive language, avoid accusations or threats, and show empathy and appreciation.

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Afsar Shaikh

Project Manager Analytical
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The first time when you get the Offer from Vendor, You should save all the details which is required by Vendor. So that next time when you approach them, it will be very clear about the requirement in the very first email. Understand what details vendor require to give Quote easily is the best hack to build good relationship with vendor.

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3 Provide constructive feedback

The third step to improve a bad vendor relationship is to provide constructive feedback to the vendor. This means giving specific, timely, and actionable suggestions on how they can improve their performance and meet your expectations. You can use the SMART framework (Specific, Measurable, Achievable, Relevant, and Time-bound) to set clear and realistic goals and metrics for the vendor, and monitor their progress and results. You can also use the sandwich method (praise, criticism, praise) to balance your feedback and motivate the vendor.

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4 Negotiate a win-win solution

The fourth step to improve a bad vendor relationship is to negotiate a win-win solution with the vendor. This means finding a common ground and a mutual benefit that satisfies both parties' needs and interests. You can use techniques such as brainstorming, compromising, or collaborating to generate and evaluate different options and alternatives. You can also use principles such as fairness, transparency, and flexibility to build trust and rapport with the vendor.

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5 Review and revise the contract

The fifth step to improve a bad vendor relationship is to review and revise the contract with the vendor. This means updating and clarifying the terms and conditions of the agreement, such as scope, deliverables, quality, deadlines, payment, penalties, or incentives. You can use legal counsel or a third-party mediator to ensure that the contract is valid, enforceable, and compliant with the relevant laws and regulations. You can also use signatures or seals to formalize and confirm the contract.

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6 Maintain and nurture the relationship

The sixth and final step to improve a bad vendor relationship is to maintain and nurture the relationship with the vendor. This means following up and staying in touch with the vendor, providing ongoing support and recognition, and resolving any issues or conflicts promptly and professionally. You can use tools such as newsletters, events, or rewards to foster loyalty and engagement with the vendor. You can also use feedback loops, reviews, or surveys to measure and improve the vendor's performance and satisfaction.

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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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Jihaan Kasan

From aviation to maritime, now soaring in SEO and editing, mastering the art of effective marketing.
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Change how you see this incident. Look at it as an opportunity. Yes, it will feel bad, a failure. However, not all vendor relationships are going to be good. There will never be a guarantee that a vendor relationship will go well. Keep this in mind once the wrong relationship is resolved or when you are establishing another or new vendor relationship.

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What can you learn from a bad vendor relationship and how can you improve it?

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1 Identify the problem

2 Communicate clearly and respectfully

3 Provide constructive feedback

4 Negotiate a win-win solution

5 Review and revise the contract

6 Maintain and nurture the relationship

7 Here’s what else to consider

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