Learn how to communicate effectively with different types of suppliers based on their characteristics and motivations. Adjust your tone, language, formality, directness, and method.

Its also important to understand you/your organisation's perception within the supplier. If they believe you're a confrontational or blunt organisation, perhaps adjusting your style to a softer or friendlier approach could improve results, or tigger a different response back. Conversely, if you're experiencing an issue which isnt being resolved, switching tack to a more confrontational style could get it sorted where they're used to a more casual communication style. Whilst job titles are important in hierarchical organisations, everyone should be given the respect and all encounters should be courteous. Communicating with your supply chain is a reflection on how they will work with you moving forward. Collaboration or Confrontation?

Last updated on Nov 2, 2024

How do you adapt your communication style and approach to different types of suppliers?

As a procurement professional, you know how important it is to communicate effectively with your suppliers. But not all suppliers are the same, and neither are their communication styles and preferences. How do you adapt your communication style and approach to different types of suppliers, and why does it matter? In this article, we will explore some of the factors that influence how suppliers communicate, and how you can tailor your messages and methods to achieve better outcomes.

1 Know your supplier types

The first step to adapting your communication style and approach is to understand the different types of suppliers you deal with, and what motivates them. Suppliers can be categorized based on various criteria, such as their size, location, industry, culture, quality, innovation, risk, and relationship. For example, a large multinational supplier may have different communication expectations and protocols than a small local supplier. A supplier from a high-context culture may rely more on non-verbal cues and implicit meanings than a supplier from a low-context culture. A supplier that focuses on quality and innovation may value feedback and collaboration more than a supplier that prioritizes cost and efficiency. A supplier that has a long-term strategic partnership with you may communicate more frequently and openly than a supplier that has a transactional relationship with you.

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Cole Werner

General Manager/ MSG ARCC Area leader
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Buuld a preset plan before your start. Base culture values? As a customer what is your valued to their company? What impact is the lose of your business? Take the info from above and add these details.

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Michael Salisbury

Human Resource Alliance offers HR solutions, services, & support. Call (818) 970 0730 or email: hralliance@att.net
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Start with the business objective and form your approach in coming to an agreement on how this objective will benefit all parties and invite the vendor to recommend ideas that they and your firm can do to accomplish the now shared objective(s)

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Olga C.

Consultora de Compras | Formadora | Mentora. Soy una apasionada consultora de compras con un enfoque en ayudar a las PYMEs a alcanzar la tranquilidad y rentabilidad que merecen con mi metodología exclusiva 7C.
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Adapting communication styles and approaches to different types of suppliers is crucial for effective supplier management. This process begins with understanding each supplier's unique characteristics, including their size, culture, and industry norms. For large, established suppliers, a more formal and structured approach may be appropriate, utilizing scheduled meetings and detailed reports. In contrast, smaller or newer suppliers might benefit from a more personal touch, with frequent check-ins and collaborative problem-solving sessions.

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2 Adjust your communication style

Once you have identified the type of supplier you are dealing with, you can adjust your communication style accordingly. Communication style refers to how you express yourself, such as your tone, language, and level of formality. For example, if you are communicating with a supplier that is more formal and hierarchical, you may want to use more respectful and polite language, and address them by their titles and last names. If you are communicating with a supplier that is more informal and egalitarian, you may want to use more casual and friendly language, and address them by their first names. Similarly, if you are communicating with a supplier that is more direct and assertive, you may want to be clear and concise, and avoid ambiguity and hesitation. If you are communicating with a supplier that is more indirect and diplomatic, you may want to be tactful and courteous, and avoid confrontation and criticism.

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Jonathan Crosland

MCIPS | Consultant Category Manager specialising in IT and HR | ESG Champion
(edited)
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Its also important to understand you/your organisation's perception within the supplier. If they believe you're a confrontational or blunt organisation, perhaps adjusting your style to a softer or friendlier approach could improve results, or tigger a different response back. Conversely, if you're experiencing an issue which isnt being resolved, switching tack to a more confrontational style could get it sorted where they're used to a more casual communication style. Whilst job titles are important in hierarchical organisations, everyone should be given the respect and all encounters should be courteous. Communicating with your supply chain is a reflection on how they will work with you moving forward. Collaboration or Confrontation?

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Anisa Cela

I make Negotiation & Storytelling easy | Head of Indirect Procurement Italy & Greece at Reckitt Benckiser |
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To my view adapting communication for different suppliers involves understanding first their preferences and adjusting your approach accordingly. It's about finding the right balance between professionalism and rapport-building.

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3 Choose your communication method

Another aspect of adapting your communication style and approach is to choose the most appropriate communication method for each type of supplier. Communication method refers to the mode or channel of communication, such as email, phone, video call, or face-to-face meeting. Different communication methods have different advantages and disadvantages, depending on the purpose, urgency, complexity, and sensitivity of the message. For example, if you want to communicate a simple and routine message to a supplier that is responsive and reliable, you may use email as a quick and convenient method. If you want to communicate a complex and important message to a supplier that is distant and unfamiliar, you may use video call as a more personal and interactive method. If you want to communicate a sensitive and critical message to a supplier that is challenging and volatile, you may use face-to-face meeting as a more respectful and persuasive method.

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4 Monitor and evaluate your communication

The final step to adapting your communication style and approach is to monitor and evaluate your communication outcomes and feedback. Communication is a two-way process, and you need to check whether your messages are received and understood by your suppliers, and whether they elicit the desired responses and actions. You also need to listen and respond to your suppliers' messages, and address any issues or concerns they may have. You can use various tools and techniques to monitor and evaluate your communication, such as surveys, reports, audits, reviews, meetings, or follow-ups. By doing so, you can identify the strengths and weaknesses of your communication, and make adjustments as needed.

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