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You know how it goes 

If you want a relationship to work, you’ve to be open to communication

But how can you actually communicate with your company's suppliers? They aren’t your friends or family.

Well, you can begin by considering your suppliers as your business partners, after all, without their work your operations wouldn’t be the same.

Next step? 

Follow a solid communication strategy.

Why is It Important to Communicate with Your Suppliers?

If you are capable of communicating with your suppliers you can build stronger and more positive relationships, protect your operations from risks like supply chain disruptions, and promote long-term growth. 

Now, the keyword here is communication. 

A good communication plan is not limited to having you list your priorities and closing the door afterward.

Remember that for communication to work it must go both ways, you have to be able to really understand not only the context but also what the other person is saying beyond their words.

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Reasons to improve your communication strategy 

• Gives you better efficiency: Wouldn't be amazing if you could fully rely on a supplier that knows exactly what your company requires.
• Alignment: And speaking about amazing things, having a clear communication approach can help you to put everyone on the same page regarding key aspects like processes and timelines.
• Problem-solving: Think about it, if you maintain open communication with your suppliers, you can promptly address any issues without complications 

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Key Elements of a Successful Communication Strategy.

Clear expectations and goals

The most essential thing you can do is to begin by defining your expectations. What are you planning to achieve within your supply chain? What are your requirements regarding quality or sustainability? 

If you are capable of communicating these things upfront, you can minimize the risk of misunderstandings and build a more effective partnership.

Follow this simple logic: The more specific you are with what you need, the easier it is for your suppliers to meet your expectations.

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Open dialogue 

Remember that to have a good communication approach you need to build a comfortable environment where both you and the supplier feel free to share feedback and concerns. Open and honest communication gives you the chance to see if any potential issues could impact negatively your operations. Bear in mind that for this to succeed, your suppliers must feel appreciated so they can come to you if a challenge arises.

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Utilize feedback 

Feedback is one of the most valuable tools you have. Regularly ask your suppliers for feedback on how you can improve your work together. Similarly, constructive feedback should be provided to help them refine their processes. When you treat feedback as an opportunity for growth, it strengthens your relationship and improves overall performance.

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Strategic Approaches to Strengthen Supplier Relationships

Building positive relationships with your suppliers requires strategy. But where should you start?

Here are some good ideas.

Use the RACI Matrix 

Can you truly communicate as you need with someone you don't know?

Not really 

So consider defining roles and responsibilities from the beginning. What does this supplier mean for your business? 

You can use a RACI matrix to help you with that. 

The matrix is a very useful tool if you want to assign specific roles within a project or process. The acronym stands for.

• Responsible: Who's responsible for getting the work done?
• Accountable: Who holds the ownership of making sure the task is completed?
• Consulted: Who are the stakeholders whose input is sought to provide guidance?
• Informed: Who are the parties that must be kept on the loop about how things are going?

So yes, the RACI matrix is useful, take some time to collaborate with your suppliers to create one that aligns with your shared goals. 

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Supplier value 

Not all suppliers are equal in terms of their impact on your business. High-value suppliers, for example, might require more frequent and detailed communication to build alignment. On the other hand, lower-priority suppliers may only need periodic updates. If you can prioritize your communication efforts based on supplier value, you can allocate your resources more effectively.

Transparency

Repeat this with us

Transparency is the foundation of trust.

Share your goals with your suppliers, approach any challenges or opportunities together, and if something needs to change communicate as soon as possible so people are aware of what’s to come.

How Can You Use Technology to Improve Your Communication?

When you communicate something important on time, the result is better, right?

However, for businesses time is a precious commodity and not always you can be when you need it on time. 

That's where technology comes in. 

Working with a digital platform like a procurement software can radically improve your communication strategy with your suppliers. It takes less time, there's no need for manual efforts and ensures that everyone has access to key information.

Choose the right option 

Select tools aligned with your company's needs and those of your suppliers. For example, Control Hub's procurement software makes supplier integration easy, increasing collaboration levels with quick notifications whenever it's needed.

Best Practices for Maintaining Consistent Communication with Suppliers

Regular check-ins

Schedule regular meetings to discuss performance, review goals, and address any issues. These check-ins provide an opportunity to check if everything is going according to plan, and reinforce your commitment to the partnership

Share updates or changes 

Keep your suppliers informed of any changes that could affect them, such as shifts in demand, updated specifications, or changes in regulations.

Document everything

Always keep a record of your communication. This can include meeting minutes, email exchanges, or performance reports

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