Optimizing procurement efforts can launch businesses into new realms of success. However, the steps between implementation and increased profits can seem murky even for the most experienced industry professionals.
Use these tips to enhance procurement efficiency this year with innovative approaches that make finding, negotiating and purchasing goods much more manageable.
1. Consolidate Various Supplier Lists
Suppliers serve different purposes, so procurement leadership teams keep numerous lists. Although it may help keep suppliers organized by the departments they support, it can also make it more challenging to identify issues like maverick spending or overlapping suppliers.
Consolidating the lists into one software platform removes some of the administrative work. Leaders can filter them to get instantaneous answers. Maintaining secondary sourcing lists as purchasing backup options is even easier because procurement experts will keep track of their primary suppliers with less effort.
2. Conduct Frequent Educational Courses
Companies with long-term employees or high turnover positions would benefit from recurring educational courses on procurement processes. Informative videos or quick lectures would help eliminate the risk of human error caused by forgetfulness or communication issues.
Teams could watch a presentation on the current process to understand how to reduce overall procurement costs with existing company software that makes every expenditure visible in a single location. If they don’t use that software feature daily, it could be easier for team members to forget it exists and accidentally overspend because they don’t have the collective data in front of them.
Even a short training session once a quarter would remind team members of the information they need to solve problems in real time, use at-hand technology with confidence and remain as efficient as possible.
3. Work on Supplier Relationships
Negotiation and communication are two foundational parts of any procurement relationship between a company and a supplier. Noting the aspects of each one, such as negotiation patterns, will point leadership teams toward the relationships that need strengthening.
Efforts like checking in frequently could build the trust or communication necessary for improved conversations regarding their services.
4. Review Expectations With Suppliers
Leadership teams have expectations for their supply base. They set specific schedules and shipment amounts outside of negotiating purchase points. Procurement could become more efficient by reviewing those expectations with each supplier.
Industry leaders will gain greater respect from suppliers by showing their dedication to each relationship and improving their workplaces simultaneously. Everyone benefits when suppliers and purchasers know what isn’t working for them and how they could improve their professional arrangements.
5. Remain Open to Solutions of All Sizes
Leadership teams should keep an open mind if supplier shipments still struggle to meet a company’s expectations or needs. Innovative approaches to procurement efficiency come together from new ideas of all sizes. A business may need to communicate with its suppliers earlier when placing orders. Team members could also change how they input them to avoid quantity or item selection errors.
Little details matter when problem-solving issues like these. Procurement experts could make purchase amounts and specifications more evident by arranging the request differently per email or highlighting the data on an order form. The changes would easily catch the supplier’s eye, creating an innovative approach without a total process overhaul.
Organizations can also find procurement solutions by consolidating steps and making tasks easier for employees. For instance, integrating procurement and accounts payable functions produces a single procure-to-pay process. With this strategy, leadership can reduce costs and streamline processes while enhancing procurement visibility. However, professionals should be aware of the implementation required to ensure all stakeholders support the solution.
6. Use AI to Review Processes
Another innovative solution is to use artificial intelligence (AI) for procurement efficiency. The global procurement market will grow 11.1% through 2030, but only if the experienced professionals leading the way know how to wield advancing industry technology. AI simplifies the learning curve and gets employees on board with the technology of the future.
AI software monitors live data streams during each workday. When granted permissions, it tracks factors like purchasing orders to detect patterns that reveal inefficiencies. Leadership teams don’t have to spend as much energy searching through files and data sets for areas needing improvement when AI presents its findings automatically.
7. Try New Inventory Software
Updated inventory software takes the guesswork out of enhancing procurement efficiencies. Outdated programs could lack helpful tools like AI data analysis. They might also not use communication servers or platforms for daily collaboration with suppliers using newer software.
Installing new inventory management software could provide more accurate data for goods or materials before submitting purchase orders. It depends on what each company already uses compared to their competitors, suppliers and industry software trends. Given that the procurement software market will increase by $4.9 million through 2027, there are new programs available yearly that could solve developing inefficiencies.
8. Formalize the Procurement Process
Companies that have recently experienced growth may need to formalize each team’s procurement process to eliminate recurring errors. The word-of-mouth system that worked for a smaller team may be less effective when 10 or 20 more people join.
Team leaders can formalize the process with step-by-step, accessible outlines during the workday. Printed and digital copies would make each system clear, no matter an employee’s responsibility. Training would also need updates to include the formalized process. These efforts would make things understandable to new hires and those adjusting from previous procurement methods.
9. Strategize Market Analysis
Keeping an eye on local or global market trends is much easier with multiple workers watching assigned statistics. Procurement leaders should work closely with management teams or employees by giving each a specific market sector to watch.
They pay greater attention to a single market because it’s easier to track than numerous sectors. The company would gain more eyes on upcoming changes like the low-code platforms two-thirds of procurement companies already use to implement department-specific code for greater efficiency.
Team leaders could report their findings in weekly or quarterly meetings. Details like possible changes in procurement prices due to market fluctuations or high-demand shipment delays would become apparent long before they disrupted the schedule.
10. Reassess Cost Evaluation
Procurement managers can easily slip into habits where they look for vendors offering the lowest individual product pricing. Although that might work with budgets at the moment, the total acquisition cost might not benefit the company.
Managers could practice factoring in things like the cost of using each item and the financial loss regarding product disposal before finding the price point from a consumer’s perspective. Even if it means purchasing things for more money from different suppliers, overall profits increase when consumers get more competitive final prices. The ultimate sales boost would negate the increased supplier costs, resulting in more efficient budgetary decisions.
Enhance Procurement Efficiency Year-Round
It’s always a good time to reflect on procurement since efficiency is an ongoing process. These innovative approaches make it easier to obtain and maintain information on how to improve. Industry or company leaders should keep an open mind to trying new strategies to improve their purchasing processes, budgets and overall company performance.
