5 Things you should do to build an Effective Vendor Management Structure

Managing your vendor manager program can be troubling and time consuming. With the increase numbers of vendors that companies are depending on each year, companies need to make sure they are monitoring vendors and contracts more efficiency to help prevent problems before they start.

1. Identify your vendors and understand what services that they are providing you.
Creating a list of your existing vendors and understanding the nature of their service is key in your vendor manager structure. Being able to have access to your vendors list and their information will lead to both effectiveness and efficiency inside of your organization. Effective vendor management entails a detailed grouping of vendors based on criticality and service.

2. Contract Review
Storing your vendor contract in a central location will provide insights into the current stage of the vendor, for example, vendors with contract in place, vendors that require renewals, etc.. Having a centralized view of the current status of all contracts will help achieve better decision-making capabilities and save valuable time. Understanding and scoring what provisions should be in the contract will help provide the correct terms of the contract between you and the vendor.

3. Risk Assessment
Completing a risk assessment on your vendors to better understand the risks posed by its third-party relationship is critical to each vendor relationship. Identify any risks that the vendor poses with help your company evaluate whether the vendor can eliminate those risks or determine whether your company can accept those outstanding risks for that vendor.

4. Vendor Reviews
Not all vendors may perform as per your standards. It is important to choose the right vendor from multiple vendors, who meet your organizational standards and criteria while promising excellent performance. Performing periodic vendor reviews will give you a better understanding of the vendor’s performance and make sure they are providing quality product or service to your company.

5. Document Storage
As your company grows, it becomes essential to have a vendor data storage solution in place. In the absence of a vendor management system, storing and retrieving data might prove to be really tough, considering the fact that you may be dealing with multiple vendors for multiple projects at the same time. Having a centralized repository for your vendors data will help streamline and organize your vendor manager program.