From Corporate Comfort to Freelance Challenges: Lessons in Coordinating Multiple Suppliers

When I worked in a high-profile corporate design job, my role was highly specialised. My days were spent focusing on one aspect of design while other departments handled sourcing, manufacturing, and logistics. At the time, I never realised how this limited my understanding of the full process.

But I often found myself reminiscing about my early days as a young intern in export factories in India. Back then, I was immersed in every detail—cutting, stitching, material procurement, and even troubleshooting production delays. Those moments taught me the complexities of creating a garment from scratch and fostered a deep respect for the people behind the scenes.

Now, as a freelance designer, I’ve come full circle. Every project is a chance to revisit those learnings while navigating the challenges of coordinating raw materials and manufacturing across multiple suppliers. It’s not just about the creative process anymore—it’s about ensuring the entire chain works seamlessly to bring my client’s vision to life.

The Challenge of Coordinating Multiple Suppliers

For many brands, especially start-ups, coordinating with multiple suppliers can feel like juggling too many moving parts. Finding a lace supplier in one country, a trims supplier in another, and a factory in a third can become overwhelming. Who manages what? Who pays whom? How do you ensure everything arrives at the right place and time without delays derailing production?

This is where experience, planning, and clear communication come into play. Over time, I’ve developed a process that simplifies the chaos and ensures projects stay on track. Here’s a step-by-step guide to streamline your sourcing and manufacturing coordination:

Step-by-Step Guide with Actionable Takeaways

1. Define Clear Roles Early

Decide who will manage what. Will you coordinate the materials, or will the factory handle it? Discuss this upfront to avoid confusion.

2. Create a Detailed BOM (Bill of Materials)

A strong BOM is your foundation. It should include:

? Materials (e.g., lace, trims, elastics) with detailed specifications.

? Quantities for each material.

? Supplier contact details and payment terms.

3. Vet Reliable Partners

Invest time in researching and testing your suppliers and factories. Request samples and assess their responsiveness, quality, and lead times.

4. Establish a Communication Framework

Use shared trackers (like Google Sheets or Excel) to keep everyone aligned. Include tasks, timelines, and responsibilities for each party. Regular check-ins with suppliers and factories are key.

5. Clarify Payment Terms

Determine who pays for raw materials (the brand or the factory). If you’re coordinating payments, ensure transparency with clear invoices and timelines.

6. Track and Troubleshoot Timelines

Proactively monitor raw material deliveries to avoid production delays. Follow up with suppliers and factories to ensure deadlines are met.

7. Inspect and Approve

Conduct quality checks at every stage—raw materials, first samples, and final production. A small oversight can lead to big issues later.

As a freelancer, I’ve discovered that each project is not just about delivering designs—it’s about building trust with brands by solving these challenges for them. Coordinating suppliers might seem daunting, but with the right systems, it can become a smooth, rewarding process.

If you’re a designer, brand owner, or sourcing manager struggling with supplier coordination, let’s connect. I’d love to help simplify your process and bring your vision to life with strategy and care.

Follow my page for more insights on sourcing, manufacturing, and design, or get in touch to collaborate!

Cheers,

Ash Rema Berthelot | Technical Lingerie Designer

Horizon Design Studio

horizonwithash.com

[email protected]

+971 55 4386 966