How do you manage vendors in facility management?

1 Selecting vendors

The first step in managing vendors is to select the ones that best suit your needs and expectations. You should conduct a thorough market research and compare different options based on criteria such as price, quality, reputation, availability, and compatibility. You should also check the vendor's credentials, references, and certifications, and verify their compliance with relevant laws and regulations. You should aim to establish a long-term relationship with your vendors, based on trust, transparency, and mutual benefit.

2 Contracting vendors

The second step in managing vendors is to negotiate and sign a contract that clearly defines the scope, terms, and conditions of the service or product delivery. The contract should specify the roles and responsibilities of both parties, the deliverables and deadlines, the payment and invoicing methods, the performance standards and indicators, the communication and reporting channels, and the dispute resolution and termination clauses. The contract should also include provisions for quality assurance, risk management, and contingency plans.

4 Evaluating vendors

The fourth step in managing vendors is to evaluate their performance and satisfaction at the end of the contract period. You should use both quantitative and qualitative methods to measure the outcomes and impacts of the service or product delivery, such as surveys, interviews, testimonials, and reviews. You should also solicit feedback from your vendors on your own performance and relationship, and identify areas for improvement and collaboration. You should recognize and reward your vendors for their achievements and contributions, and express your appreciation and gratitude.

6 Aligning vendors

The sixth and final step in managing vendors is to align them with your vision, mission, and values as a facility manager. You should communicate your strategic objectives and priorities to your vendors, and explain how they fit into your overall plan and purpose. You should also involve your vendors in your decision-making and planning processes, and seek their input and feedback on your initiatives and projects. You should foster a culture of collaboration and cooperation among your vendors, and create a sense of community and belonging.

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?