Whether you’re managing a facility or a building, dealing with vendors is an essential part of the job. You have a big responsibility to manage building systems’ ongoing operation and maintenance while maximizing building efficiency and cost-effectiveness. If you’re like the vast majority of buildings out there, you rely on vendors to keep your property running smoothly; your vendors are part of the team. They are your procured professionals to help you ensure the safety, functionality and accessibility of your facility. It can be easy to get overwhelmed by the variety of vendor types and all the details of tracking activities, but it doesn’t have to be that way. Let’s look at some dos and don’ts when managing your vendors.
DO – Stay On Top of ALL Communications
Communication is the key to any operational efficiency. It is crucial to stay on top of all communications with your vendors. Remember that time is money, and the sooner you react and respond, the more likely you will get the best solution from your vendor. You can do it by:
a) Raising a service request immediately after an incident or as soon as an issue is identified. Take a look at our Service Request Management Process.
b) Responding quickly to quotations and other inquiries.
c) Reducing undocumented and vague correspondence by using software to track and keep records of your vendor briefings.
d) Be honest and transparent with your vendors regarding feedback and information, whether it is positive or negative.
DO – Check Vendor References
Before signing any agreement with a vendor, do your due diligence and check their references thoroughly. Talk to previous clients about their experiences working with this vendor and ask questions about their reliability and quality of work. If possible, try to visit some of the sites they have completed work on so that you can see first-hand what kind of results they can produce.
DON’T – Overlook Insurance Requirements
Make sure that any agreement includes an insurance requirement for the vendor’s employees while they are onsite at your facility or building. This will ensure that if there is an accident or injury during their work, both parties are protected financially in case legal action needs to be taken later down the road. It also ensures that you won’t be liable for any medical bills or other costs related to an employee’s injury during their work at your facility.
DON’T – Neglect Quality Control Measures
Once you have hired a vendor, establish a transparent process with roles and responsibilities in place for keeping track of quality control measures throughout any project. This starts early in the contracting period. Addressing important terms like response and resolution time through a service-level agreement is crucial for accountability. A joint understanding of best practices for quality control must not be avoided. Measures should include regular inspections, random spot checks as well as scheduled meetings to reflect upon standard delivery and quality control initiatives.
Appropriately managed, working with vendors can help take some stress off your plate while still ensuring excellence in maintenance and customer service standards within your facility or building. Just remember these essential dos and don’ts when it comes to managing your vendors—stay on top of communications; check references; don’t overlook insurance requirements; and don’t neglect quality control measures—and you’ll be well-equipped for success!