Building a successful business depends on many factors. One of them is choosing the right procurement process for your company.
Each procurement company has the goal of achieving the greatest efficiency in this process. We talked to the company’s customer support manager and found out what obstacles stand in the way to this goal and how to overcome them. The expert said that first you need to analyze the problems that companies often face. Key among them are:
1. The lack of management of complete control over the procurement process.
2. The time costs for performing “manual” operations of the same type when generating reports, a high probability of an error in this process.
3. Difficulty in analyzing the procurement process.
4. Difficulty in choosing the right supplier when placing an order in a particular category.
The way to solve the above problems is to automate the procurement process using a special tool, the expert says. He will help to build a transparent and controlled procurement process, namely: Read also: Researchers have compiled a portrait of a Ukrainian entrepreneur (infographics) creating a limited product catalog from which to request the purchase of the necessary trade item. creating a supplier base that will help you choose the most advantageous one that exists when ordering a product of a particular category. reduction of workflow by transferring reports to electronic format. saving the entire purchase history in the program – this will help to make analysis with ease. When it comes to choosing a tool for automation, it is important to consider its features:
1. High degree of automation of procurement stages – from the formation of a purchase request to the payment of bills.
2. Individual approach to the problems of each company in the development of the tool.
3. Speed in the process of developing the platform and its integration into the company.
4. Easy to use for company employees. “The problems described above and the ways to solve them suggest that the secret to effective procurement for your business is to fully automate this process using the right tool,”
Trap for customers, for example, can serve as a legally illiterate tender request. This is not about the holes in the legislation, but about the correct formulation of the requirements in order to avoid their double interpretation. There are cases when contractors incorrectly formulated conditions manipulate, minimizing their commercial risks and price, which allows them to dictate their terms to customers. As a result, for the organizer, the effect of price reduction, which was the purpose of this tender, disappears.
Despite the recent spread of the term “tender”, in the procurement practice, it has already developed a stable division into “fair” and “purchased”. In order not to get into a biased tender of contractors, there are several simple rules to distinguish between fair bid and “purchased” or “pseudo-tenders”, known to any professional working in the field of tender support.
In general, tenders are a great opportunity to gain professional experience, because it is better not to study theoretically, but rather to perform specific work for a specific client. In this way, many developing companies gain good experience, which is subsequently used as a working tool to participate in genuine tenders.
There is one more misconception of the participants: “Everything determines the price”. It is very dangerous to choose a supplier only on the basis of price. Great influence on people who make a decision, have either dumping prices (this should already be alarming), or the psychological impact of the bidders.
There is also a small difficulty in participating in procurement: the tender dictates the will of the customer, which means that when it changes, the tender conditions will also change. In commercial tenders, it is not customary to dispute the results; moreover, there is no official procedure for this. After all, there is no public interest in the productive use of customer’s funds, as in government tenders. Here the customer decides what is productive for him and what is not.
In large companies, a large team of specialists works with a client who has announced a tender. They meet with the client, study his problem, collect extensive information about the product (its properties, competitive brands), analyze the situation on the market, and only after that prepare an answer for the request for proposal.
Working without a team means building a building without a foundation. In no case can not agree to the organization and participation in the tender without careful preliminary preparation. Because, otherwise, the desire to save (or earn) can turn back inversely proportional effect. Indeed, it is not by chance that the minimum training program for the basics of tendering requires at least 2 days, and the minimum course for public procurement specialists takes three weeks!
Currently, there are a large number of firms providing legal support services for participation in tenders, contests, and auctions, where you can always turn for help.