9 tips for choosing your suppliers wisely

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How many times have you had doubts when you had to outsource a task? Probably nobody will do anything like you, you are not an expert in everything and you only have two hands and limited time. It is clear, learn to delegate. Something that costs us a lot, but is the easiest way to perform a task efficiently and with fewer errors. Either that, or find the right preparation to perform the task without wasting time.

Throughout my career I have worked in companies of all sizes and have covered my plate and that of three others, but in all positions I have needed others to cover certain tasks, either due to lack of time or lack of knowledge. The relationship with a supplier becomes very close, you want them to see your vision, convey exactly what you want them to do and feel part of the decision making process. However, as you can imagine, I have learned more from the suppliers with whom I have done badly than with those with whom I have done well, because knowing what you don't want helps you to know what you DO need.

Suppliers are key to any business, there is no doubt about it, and they can represent the success or failure of a project, so their choice deserves some thought. In this article we will look at some key aspects that you should take into account when choosing the best supplier.

The key word and what we should look for first and foremost. Trust is built, it is true, but it is also determined by our impressions, the first contacts with the supplier and, to a lesser extent, by intuition. Yes, sometimes it is worth listening to that little voice inside us.

A trusted supplier will care about your project as if it were their own and will want to guarantee you the best possible results, will pay attention to detail and will be like part of your team. It's a real joy to work with someone you trust, someone you can be completely honest with and someone whose honesty and good work you value.

It is useful to know whether the supplier you are hiring will be available for you or whether they have a very important delivery on the same dates as your company or similar issues; whether they will pick up the phone on a Saturday in the middle of a crisis or respond to your 10 p.m. emails.

It is very important to establish a relationship and, like any relationship, it will have its rules: can you send each other whatsapps, and audios, can you send each other direct messages without much frills and to the point? On the other hand, do you want to maintain formality and seriousness? There are different colours for different tastes. Just because the relationship is more face-to-face doesn't mean that there is less professionalism, and I would even go so far as to say that the opposite is often the case. The more trust, the better the deal (and vice versa) and greater availability and better results.

Obviously, we are looking for someone who is good at a particular task and therefore needs to demonstrate this to us through a portfolio or samples. It is of little use to us to get on well with a supplier if they are not able to perform the task in an exceptional and professional manner.

Compare several suppliers, and when in doubt, use the bargaining chip: who would I feel better to work with? You are going to invest many hours of your time in that person/company, you'd better get along well.

Projects change at the last minute - a global pandemic comes along and forces you to do events online, for example - and with change it can be evolution - you needed a simple website and in the end you decided to have online shopping as well, for example - and the flexibility of the supplier will be important to help you find solutions to possible challenges or drawbacks that might arise.

You want someone who will help you meet targets, be on time for your deadline. Someone who adapts to your project and your business, not someone who demands that you adapt to what they already know. Someone innovative, open-minded and a good listenerSometimes you will find solutions together and you will even try new things together and you will have to share that learning. We don't want boxed-in suppliers.

We always want a long-term relationship that has future projection. A supplier that can evolve with you and with your project, that faces new challenges with you and helps you to always go one step further, because, of course, always the same thing is boring. Someone who will ensure that you maintain the achievements you have made and push you to make new ones. For example, start with a website very, very simple and decide to give it a new look with more marketing and more attractive texts, or to make a direct marketing campaign to get more visits to your website. The growth may be slow, but always constant.

Moreover, changing or starting over with a supplier who knows nothing about your mission, vision and values is hard work. The first steps have to go hand in hand, following every comma, every dot and comma to be aligned, and all that investment of time is worth it if, little by little, you can gradually let go of his hand and see that he knows how to walk on his own and respect your company policy. How many times do you want to teach?

The popular saying encourages us to think that more is always better, whether it walks or not, big horse", "big horses have big spurs", "not everything big is good, but everything good is big", "not everything big is good, but everything good is big", "big is good, but everything good is big". and countless other sayings. And although I am a fan of this kind of popular wisdom, in this particular case it doesn't fit.

I declare myself a fan of freelancers and small businessesno doubt about it. Normally, the treatment is different, like buying at Juan's bakery, who already knows perfectly well how you like the baking and gives you the loaf "for you". That feeling.

It is true that a larger companies can probably offer you more services, more staff and even faster service, but often also a colder and more impersonal service.. They may already have the package of what you "need" ready to pack, but perhaps, precisely for that reason, they are more closed to listening and adapting to what you want. Assess what you need.

Following on from the previous point, you want someone to look after you and pamper you, to accompany you along the way, feel important.

For a small supplier, you are likely to be a key customer and this will be linked with greater detail and better service than if you contract with a maxi company for whom you are the least of their concerns. Think about it, how important will I be to this supplier? If you are important, it will show in the result.

When looking for a supplier, clearly state what you want to know about the company and how it should show it to you. A budget, experience in a particular sector, knowledge of a particular programme...? In addition, if you have already stipulated this in a briefing or call for proposals, how the information is delivered to you should also be evaluated.

Personally, I value the small details (and believe me, it is usually where there are more failures): they have put my company's name right, mine, they have followed the structure I have asked them to follow or they have put the company's logo. Small details matter.

Last but not least, the budget. Of course, our money is limited and we want to get the best value for money, a good deal in terms of value for moneyWhat do I mean? The cheapest will not always be the best. It is advisable to first assess all of the above points (on the understanding that they are all within your budget), and then choose among the best ones considering the price.

Think that prices are almost always negotiable and if a supplier really convinces you, has given you a good feeling and you want to go for it, you should not discard it simply because of the price; talk about it, because, you know what they say, people understand each other by talking.

In conclusion

Make a list of all the basic or technical requirements that the supplier you are looking for must have. Use it as a sieve; those that don't meet them, out. Then, score, check websites, resolve doubts on the phone and take into account the points mentioned above, your particular needs, and voilà!

And you, What do you look for when choosing a supplier?