6 steps to successful supplier adoption of your procurement technology

Any new eProcurement solution should be designed to bring benefit to both buyer and supplier. At Medius, we place enormous importance on ensuring our clients achieve a successful rate of supplier adoption before the implementation stage of our spend management software.

Even when meticulously planned, however, there is always the possibility of resistance to process change, which is why we have provided six steps to assist you with procurement supplier management and help you achieve adoption success.

1. Careful roll-out

The process of rolling out a new spend management system to suppliers must be carefully considered. A phased approach is the norm, with some buyers opting to implement by business unit, starting with HQ for example. Others select the best aligned or Tier 1 suppliers first, to attain the greatest level of investment in the system from the beginning.

2. A firm but flexible approach

A phased, pre-planned approach to rollout is a key element of procurement supplier management; suppliers should be involved in this process, with any charging structures also detailed at this point. Consider that some suppliers may need to be handled more flexibly than others and it’s in your best interest (as well as theirs) to research what’s best for the suppliers you want to keep.

3. Consistent communication

Smooth the transition process with your procurement suppliers by ensuring that your communication with them is continual, consistent and engaging. Utilize a range of communication methods at each stage, while continually highlighting supplier benefits throughout any communications.

4. Clear and present ownership

Assign ownership, sponsorship, and responsibilities, so that everyone involved has a clear understanding of the aims and objectives and can steer the right course to completion. It is critical to engage executive sponsors, key supplier contacts and relationship owners, so that they will buy into the process in advance.

5. Rationalize with reason

In order to successfully optimize, streamline, and rationalize your supplier base, you need to have deep insight into supplier efficiency through existing purchasing data. But when do you make the critical decision of which suppliers to move forward with? Having the ability to rationalize at the outset will make this process run smoother, with fewer resources.

6. Effective support and management

Guide your suppliers through the process and be available if and when they need assistance; this will facilitate a smoother and more efficient transition, and will boost supplier adoption, satisfaction, and loyalty. Allocating dedicated email and online help desks successfully channels all supplier issues and inquiries to trained and available staff to avoid any costly interruptions for the core procurement team, while creating interactive user guides will enable suppliers to help themselves.