How Ineffective Communication Can Destroy your Contractor Qualification Process

Feb 23, 2016

Ineffective communication can be the downfall of any organization, and is pertinent to the contractor prequalification process. Communication is an essential part of every facet of your business, and becomes even more crucial when the work of contractors and supply chains can reflect back on your brand or company.

The prequalification process works to minimize risks for your business, and ensure that your brand is protected when you use a supply chain or contractor to complete work on your sites. While you may not be the ones actually doing the work, the people you hire reflect back on your company. Controlling these risks is a vital part of protecting your brand and your business.

Communication Before and After the Process Is Implemented

Contractor prequalification touches many parts of an organization. Before any type of program can be implemented or changed, the organization must buy into the idea and recognize its value. If your job is to sell employees, executives and stakeholders on the importance of prequalification, you must initiate clear and effective communication between all parties.

You must present a clear case regarding why the program is important at this particular time in the company’s growth. What value does the program hold? What benefits will come to the company as a result of implementing the process or program? If a program does not hold inherent value for the company, it’s difficult to get the support from the people you need behind you.

Embedding Prequalification in the Company Culture

Contractor management and supply chain prequalification is more than just a process – it should be a necessary part of your company culture. Clear communication comes from regular updates on the success of the process, constant check-ins regarding problems with the program, and the ability of the organization to evolve as needs change over time. 

Communication must remain consistent if the program is going to evolve and add value to the company. If good communication does not exist, pushback and confusion are the common results from those who should be on board with the program. The process should involve regular, frequent contact between each department and any individual whose approval is required for the program to be clearly accepted by both parties.

Your suppliers and contractors must understand the qualification process. While you may experience pushback in the beginning, clear communication aids in resolving disputes and ensuring that every entity understands the value and protection afforded from prequalifying contractors and supply chains. Suppliers and contractors must understand your objectives of the prequalification process and understand your expectations of them. Communication must remain open between the company and the current supply chains and contractors throughout the entire process.

Most contractors and suppliers – especially the ones you want to work with - have the desire to keep their employers happy, and are eager to implement new programs to ensure that all parties are satisfied.

Prepare for Questions Asked With Clear, Concise Answers

When presenting the program to leadership or executives, some common questions may be asked as the value and need for the program are defined. In order to run a successful prequalification process within your company, you should always be prepared with clear, concise answers to the following questions:

  • What value comes from implementing the program?
  • What is the timeline for implementing the program?
  • How much will it cost to implement the program?
  • What process is involved during implementation?
  • What type of communication is necessary to keep the program running successfully?

Defining specific answers to these questions from the beginning helps to ensure that every entity involved in the process understands what is required to keeping it functional over time. The initial implementation stages are crucial to the program’s initial success, but the longevity of a program depends on ongoing support. This continued support is achieved when the goals and objectives of the program are effectively defined and communicated from the beginning.

Protect Your Brand With Better Communication

One of the top ten reasons that supplier prequalification programs fail is ineffective communication. This puts the future of your company, and your brand at risk. An essential part of brand protection is employing the right contractors and suppliers along with streamlining that process.  This is done with the help of a supplier prequalification company like BROWZ that understands the standards set by your industry and your company.

For a full list of other reasons why supply chain prequalifcation fails, download the eBook here.