How can you provide effective feedback in difficult vendor relationships?

1 Be clear and specific

The first step to giving effective feedback is to be clear and specific about what you want to address, why it matters, and how it can be improved. Avoid vague, general, or emotional statements that can be misinterpreted or ignored. Instead, use facts, examples, and data to support your feedback and show the impact of the vendor's actions or behaviors. For example, instead of saying "You are always late with the deliverables", say "You missed the deadline for the last three reports, which caused delays and extra costs for our project".

3 Be respectful and empathetic

The third step to giving effective feedback is to be respectful and empathetic. Remember that the vendor is a human being, not a machine, and that they may have their own challenges, constraints, or perspectives. Therefore, avoid being rude, aggressive, or accusatory when giving feedback, as it may trigger a negative or defensive reaction from the vendor. Instead, use a polite, professional, and positive tone, and acknowledge the vendor's efforts, strengths, and achievements. Also, try to understand the vendor's point of view, and listen to their feedback, concerns, or suggestions. This way, you can show that you respect and value the vendor as a partner, not as an adversary.

4 Be realistic and collaborative

The fourth step to giving effective feedback is to be realistic and collaborative. Don't expect the vendor to be perfect, or to change everything overnight. Instead, set realistic and achievable goals and expectations, and provide clear and actionable guidance and support to help the vendor improve. Also, don't impose your feedback as a one-way directive, but rather as a two-way dialogue. Invite the vendor to share their input, feedback, and ideas, and work together to find solutions and alternatives that benefit both parties. This way, you can foster a collaborative and mutually beneficial relationship with the vendor.

5 Be flexible and adaptable

The fifth step to giving effective feedback is to be flexible and adaptable. Don't stick to your feedback as a fixed and final verdict, but rather as a dynamic and ongoing process. Be open to revising, updating, or modifying your feedback based on the vendor's progress, performance, or feedback. Also, be ready to adjust your feedback style, frequency, or method to suit the vendor's preferences, needs, or situation. For example, some vendors may prefer written feedback, while others may prefer verbal feedback. Some vendors may need more frequent feedback, while others may need less. Some vendors may respond better to formal feedback, while others may respond better to informal feedback. This way, you can tailor your feedback to the vendor's style and context, and enhance its effectiveness and receptiveness.

6 Be consistent and follow up

The sixth and final step to giving effective feedback is to be consistent and follow up. Don't give feedback once and forget about it, but rather monitor and track the vendor's performance, improvement, or response. Provide ongoing feedback, recognition, and encouragement to the vendor, and acknowledge their achievements, efforts, or changes. Also, follow up with the vendor regularly, and check if they have any questions, challenges, or feedback for you. This way, you can maintain a continuous and productive feedback loop with the vendor, and ensure that your feedback leads to positive outcomes and results.

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?