These tasks must be completed before the RFP can be tendered. So what steps should a procurement professional take to get bids out the door faster and more efficiently? Here are some examples:
1. Schedule a kick-off
When starting a new project, be sure to schedule a kick-off meeting with everyone involved so they can learn more about the procurement. This could include many people from different teams depending on the project, such as:
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- Communications
- Marketing
- Sales
- IT
- Operations
With many people working remotely this may be harder to coordinate, but it’s vital to the overall process. Often questions and concerns come up from unlikely sources through discussion that the procurement professional may not have thought of before, so including all the stakeholders at this stage prevents surprises later on.
2. Set up the evaluation team and parameters in advance
More often it’s internal, rather than external, factors that slow down a project. Even a simple error or miscommunication can lead to delayed projects, lost money or even legal action against the organization.
To reduce the risk of internal errors, it’s extremely important to be proactive, and get ahead of any issues that may occur rather than trying to fix them later. Before implementation, set up the evaluation team as well as the parameters and schedule a meeting to review and discuss. Early involvement is essential for effective implementation, especially when coordinating with multiple internal teams.
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