You need to streamline your vendor communication. What tools will help you do it?

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If you work with multiple vendors, you know how challenging it can be to communicate effectively with all of them. You need to share information, track progress, resolve issues, and negotiate terms without wasting time or compromising quality. How can you streamline your vendor communication and make it more efficient and productive? Here are some tools that will help you do it.

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Gabriel Staunton

Industry Consulting Manager | Plan to succeed, listen, collaborate, respect | Volunteer | Athletic | Artistic
Punit Kariya

Sr Business Manager || Ergode - A global eTailer
Thiago Moreno

Gerente de pós-venda na Grupo Germanica

1 Email Management

Email is a popular and convenient way to communicate with vendors, but it can be overwhelming and disorganized. To manage your inbox better, look for a tool that can filter messages, prioritize tasks, and automate responses. Categorization and labeling of emails by vendor, project, or topic is a must-have feature. Scheduling reminders of follow-ups and deadlines, as well as templates and snippets for common replies and requests, are also beneficial. Integration with other tools like calendars, CRM, or project management is an added bonus.

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Punit Kariya

Sr Business Manager || Ergode - A global eTailer
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To streamline vendor communication: - Use collaboration platforms like Slack / Skype. - Employ project management tools like Asana. - Utilize email management systems. - Adopt electronic signature platforms. - Centralize document sharing with Google Drive. - Schedule video conferences via Zoom / Google Meet. - Collect feedback with SurveyMonkey. - Access communication tools via mobile apps.

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Thiago Moreno

Gerente de pós-venda na Grupo Germanica
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Sabe aquele básico que funciona, pois bem... nesse artigo falamos de ferramentas para ajudar na comunica??o com fornecedores, na parte do e-mail a organiza??o é fundamental para assuntos relevantes serem encontrados facilmente, uma pessoa que faz a utiliza??o das ferramentas do próprio e-mail já tem como vantagem encontrar os e-mails relacionados, para isso pode se usar os lembretes, tarefas, pastas, etiquetas por cor... Aquilo tudo que existe nos aplicativos de e-mail mas que poucos utilizam, um extra é fazer anota??es importantes sobre cada contrato no bloco de notas e compartilhar para o Smartphone. Com isso teremos sempre as principais atualiza??es dos assuntos importantes a m?o quando necessário...

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Iván Kenny Quiroz Sánchez

Employer Brand Lead
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Personal communication is key. While email is useful, it can be overwhelming. Use tools to filter messages and automate responses. Categorizing and labeling emails, as well as scheduling reminders, are essential features. Integration with other tools such as calendars or CRM is also beneficial.

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2 Project Management

Project management tools can be used to collaborate with vendors on tasks, deliverables, or milestones. These tools can assign roles and responsibilities, share documents and feedback, monitor progress and performance, and track costs and budgets. When selecting a project management tool, look for customizable workflows and dashboards, real-time updates and notifications, file sharing and version control, reporting and analytics capabilities, as well as security and privacy settings.

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Thiago Moreno

Gerente de pós-venda na Grupo Germanica
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Um plano de a??o bem formatado em um arquivo compartilhado (Excell, Word, etc) para edi??o de forma online pode ser uma excelente ferramenta para aproximar as partes do projeto, uma ferramenta básica e de baixo custo que geralmente já é de conhecimento do mercado. Simples e muito usual, pense nisso...

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Iván Kenny Quiroz Sánchez

Employer Brand Lead
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Tools can be agile and practical, but continuity in their use is essential. Project management tools facilitate collaboration with suppliers, assigning roles, monitoring progress, and tracking costs. When selecting a tool, prioritize customizable workflows, real-time updates, file sharing, and security features.

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3 Video Conferencing

Video conferencing tools are a great way to connect with vendors face-to-face, even if they are located in different places or time zones. These tools can be used for everything from meetings and presentations to demos and trainings. When considering video conferencing tools, look for features such as high-quality audio and video, screen sharing and annotation, chat and file transfer, recording and transcription, and calendar integration and meeting scheduling.

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Iván Kenny Quiroz Sánchez

Employer Brand Lead
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Video conferencing tools are great, but humanity should not be lost; turning on the camera is crucial in this increasingly globalized world. The future is now.

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4 Contract Management

Contract management tools can be a great asset to help you create, review, sign, and store contracts with vendors. Not only can they be used to negotiate terms and conditions, but also help ensure compliance and accuracy, while avoiding any errors or disputes. When looking for a contract management tool, some features to consider are templates and clauses library, electronic signature and verification, revision tracking and approval workflow, alerts and reminders of contract dates and obligations, and search and retrieval of contract documents.

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Iván Kenny Quiroz Sánchez

Employer Brand Lead
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Today, I find it very effective in contract management to have a clear flow and to leverage incorporating the other party as a business partner, where decisions are made together with the goal of win-win to strengthen innovation and creativity in all projects.

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5 Feedback Management

Feedback management tools can help you collect, analyze, and act on feedback from vendors. Through surveys and polls, you can measure vendor satisfaction and identify strengths and weaknesses. Furthermore, data visualization and reporting capabilities enable you to create action plans and follow-ups. Additionally, these tools can be integrated with other tools like CRM or email. Streamlining your vendor communication with these tools can help you save time, money, and resources, as well as enhance your vendor performance and loyalty. In this way, you can communicate more effectively and efficiently with your vendors to achieve your business goals.

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Gabriel Staunton

Industry Consulting Manager | Plan to succeed, listen, collaborate, respect | Volunteer | Athletic | Artistic
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Vendor communication is not a single tool or a one directional relationship. Use the appropriate communication approach that suits the engagement. I personally like direct conversation and preferably in person or via video. Once expectations and deliverables are set, regular communication via email, or centralised feedback can be useful. Always return to direct dialogue to get the best results. It’s respectful, you develop a real relationship and also maintain a channel of open communication that both parties benefit from. How else will a vendor learn to support your business needs

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Thiago Moreno

Gerente de pós-venda na Grupo Germanica
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Pedir feedback é algo que eu acho de extrema importancia para todo tipo de negócio e relacionamento... A frase muito conhecida de o custo do cuidado é SEMPRE menor que o do reparo pode facilmente utilizada em um pedido de feedback do projeto, e existem inúmeras ferramentas para isso, o Google Forms é uma dessas de fácil resposta e que pode ser utilizado para verificar necessidades e melhorias para os próximos passos ou até para um novo projeto em sua empresa.

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6 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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Iván Kenny Quiroz Sánchez

Employer Brand Lead
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The most effective tool to streamline processes with suppliers is trust. Seeing them as business partners, setting clear rules, and working towards a win-win approach ensures mutual success.

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You need to streamline your vendor communication. What tools will help you do it?

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1 Email Management

2 Project Management

3 Video Conferencing

4 Contract Management

5 Feedback Management

6 Here’s what else to consider

Vendor Negotiation

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