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What do you do if your supplier sourcing timeline is behind schedule?

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When you're in the thick of supplier sourcing, it's not uncommon for timelines to get derailed. Whether due to unforeseen market conditions, logistical hiccups, or internal delays, falling behind schedule can be stressful. But don't panic! There are strategic steps you can take to get back on track without compromising on quality or relationships. Keeping a cool head and approaching the situation methodically can help you navigate these choppy waters effectively.

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Manjunath C.

Manager Supply Chain Management @ TATA Advanced Systems Limited | Mechanical Engineer

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Mohamad A. Makky, P. Eng., M. Eng.

Experienced Senior Project Director in Energy Infrastructure | Delivering High-Value Mega Projects | Results-Oriented…
VISHNU RAVI ?

Actively Seeking New Role | MBA in Supply Chain Management | Aviation & Business Enthusiast | Experienced Senior…

1 Assess Impact

Before you sound the alarm, take a moment to understand the extent of the delay. Analyze how the setback impacts your overall project timeline and deliverables. Consider whether it's a critical path item that will push everything back or if it's something that can be adjusted with minimal disruption. This step is crucial in determining the urgency of your response and helps in communicating transparently with stakeholders about the situation.

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VISHNU RAVI ?

Actively Seeking New Role | MBA in Supply Chain Management | Aviation & Business Enthusiast | Experienced Senior Procurement Specialist
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If a supplier delays your project, tell the other suppliers gently, but keep them in the loop. Talk to all suppliers to find out why the delay happened and fix it together. Check if the delay affects paying other suppliers on time or storing their deliveries. Focus on what's best for the project, not just sticking to the original plan. Be honest, work together, and stay flexible to reach the project goals.

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Sanjeev Pathak

Transformational Executive | Operational Excellence & Turnaround Specialist | Data-Driven Strategist | Crisis Management Expert | MBA in Business Analytics | Faculty (Data Analytics)
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Analyze how the setback is going to impact the overall timeline of the project and whether the project can withstand the delay. This will determine the urgency and potency of the solutions needed.

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Tammi Nervig

Project Coordinator / Document Management If it’s not documented, did it happen? The quality of the product (proposal response, client deliverables , internal client collaboration), is what sets one apart from another.
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Our lesson learned the last couple years is that supply has great volatility, which we share upfront with all of our clients. Our team does a great job working on everything around any type of materials / parts that have delay. Our relationships with our suppliers also allow us to solicit others for that same part to see if we can get it in sooner. With all these factors, we’ve even been able to ship and then go onsite to finish up. Our efforts are truly client driven.

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Lambo Zou

?? 5K Followers | Smart Home & Furniture Expert ?? | Secure Smart Locks/Security Solutions | Trusted China Sourcing Partner | Let’s Connect!
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If the sourcing timeline falls behind: Assess the delay's cause – supplier issues, internal inefficiencies, etc. Re-prioritize tasks focusing on critical path activities. Engage stakeholders, update on delays, and collaborate on mitigation strategies. If feasible, allocate more resources or streamline approval processes. Negotiate faster delivery times with suppliers, possibly at a premium. Adjust project timeline realistically and communicate changes clearly.Always document lessons learned to prevent future delays.

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Jalal Mohd

former Regional sourcing manager - General Electric
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Assist and inspect. Set with the supplier and find out how to make it faster. Some times the problem possible from me as customer .. like not paying supplier on time

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2 Communicate Early

Once you've gauged the impact, it's time to communicate with your team and stakeholders. Transparency is key in maintaining trust and managing expectations. Inform them about the delay, its causes, and potential effects on the project. This isn't about assigning blame but rather keeping everyone informed so that collaborative solutions can be found and contingency plans can be put into place.

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Geoff Cocks

Specialist Estimator and Purchasing @ Tibbetts Lumber LLC
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If a vendor says 3 to 4 weeks, tell your customer 4 to 5. Less pressure on your distribution team, and it's ALWAYS better to be the hero, not the zero.

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3 Find Alternatives

Now, start exploring alternative solutions. If one supplier is causing delays, can another step in to fill the gap? Perhaps there's an opportunity to source from a different region or a vendor that was previously considered as a second option. This is where having a robust supplier network and understanding market options becomes invaluable. Always have a plan B (and even a plan C) for critical components or materials.

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4 Reallocate Resources

In some cases, reallocating your internal resources can help mitigate delays. This could mean shifting your team's focus to expedite certain tasks or bringing in additional manpower to handle increased workload. Prioritize actions that will have the most immediate impact on the timeline, and be flexible with how your resources are distributed to address the most pressing needs.

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5 Renegotiate Terms

If delays are inevitable, renegotiate terms with your supplier. This could involve adjusting delivery dates, modifying order quantities, or even discussing rush fees if expedited shipping is required. Open communication with your supplier is crucial; they may be willing to work with you on finding a solution that minimizes the impact on your project.

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6 Monitor Closely

Lastly, once you've put corrective measures in place, monitor the situation closely. Keep a keen eye on the revised timeline and ensure that all parties are adhering to the new plan. Regular check-ins with suppliers and internal teams will help catch any further delays early and allow for quick action. Remember, proactive management is the key to mitigating risks in supplier sourcing.

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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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Manjunath C.

Manager Supply Chain Management @ TATA Advanced Systems Limited | Mechanical Engineer
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First thing one need to do is to understand the reason for the delay. Once the reason is know, find out ways to do course correction. This can be done by negotiating terms with suppliers or allocating more resources if required. Inform the project manager and othe stake holders about the delay and also possible solution to overcome the delay. Also, discuss with the project manager or management for the support required to overcome the delay. Once the action for course correction is in place, ensure there is frequent review to monitor the progress and update the same to all stake holders.

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Mohamad A. Makky, P. Eng., M. Eng.

Experienced Senior Project Director in Energy Infrastructure | Delivering High-Value Mega Projects | Results-Oriented and Business-Savvy | Expertise in Project Management, Engineering, and Change Management
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In addition to the steps outlined in the article, it's important to consider the root causes of the supplier sourcing delay. Understanding the underlying reasons (e.g., supply chain disruptions, production issues, logistics challenges) can help identify long-term solutions and mitigate similar risks in the future. Developing a comprehensive risk management plan that includes contingencies for supplier delays can also be beneficial. This plan should outline specific actions, roles, and responsibilities for various delay scenarios. Finally, fostering strong relationships with key suppliers and maintaining open lines of communication can facilitate proactive problem-solving and collaboration during challenging situations.

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What do you do if your supplier sourcing timeline is behind schedule?

1

2

3

4

5

6

7

1 Assess Impact

2 Communicate Early

3 Find Alternatives

4 Reallocate Resources

5 Renegotiate Terms

6 Monitor Closely

7 Here’s what else to consider

Supplier Sourcing

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What do you do if your supplier sourcing timeline is behind schedule?

1

2

3

4

5

6

7

1 Assess Impact

2 Communicate Early

3 Find Alternatives

4 Reallocate Resources

5 Renegotiate Terms

6 Monitor Closely

7 Here’s what else to consider

Supplier Sourcing

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