Before you contact your suppliers and vendors, make sure you have a clear idea of what you need from them and what you expect them to deliver. This includes the quantity, quality, price, and delivery time of the products or services you are ordering, as well as any special requirements or preferences you have. Having a written contract or agreement that outlines these details can help you avoid confusion and disputes later on. You should also review your contract or agreement regularly and update it if there are any changes in your needs or expectations.
In my experience, contracts are good but yes, what are you contracting and for how long? What are you’re best selling items? Do you have the right data? No you don’t until you actually open your business. Start with short o term contracts and the get longer ones if allowed. Work with them as you’re wanting them to work with you.
Understanding your needs and expectations before reaching out to suppliers is essential for a productive relationship. Define the exact quantity, quality, price, and delivery timeline for the products or services, along with any special requirements or preferences you may have. Putting these specifics into a written contract or agreement provides a clear foundation and helps prevent misunderstandings or disputes down the line. Regularly reviewing and updating this agreement as your needs change ensures both you and your suppliers are always on the same page.
When you communicate with your suppliers and vendors, whether it is by phone, email, or in person, always be respectful and courteous. Remember that they are your business partners, not your subordinates or enemies. Treat them with professionalism and kindness, and acknowledge their efforts and contributions. Avoid using harsh or rude language, making unreasonable demands, or blaming them for things that are not their fault. Instead, use positive and constructive feedback, express appreciation and gratitude, and show empathy and understanding.
Au même titre que pour élever un enfant, il faut tout un village. Pour faire tourner un restaurant, il faut tout un écosystème ! Respecter ses fournisseurs et prestataires, c'est protéger son écosystème.
Respectful and courteous communication goes a long way with suppliers and vendors. Treat them as valued business partners—show professionalism, kindness, and acknowledge the effort they put into meeting your needs. Avoid harsh language or unreasonable demands, and don’t place blame for things outside their control. Instead, give constructive feedback, express appreciation, and show empathy when challenges arise. This approach fosters trust and collaboration, creating a more productive and pleasant working relationship for everyone involved.
Maya Angelou’s quote for this is the best example. “It’s not what you say, it’s now what you do, it’s how you make people feel. “ if that can be a life statement for everyone than things would be easy. Building relationships with people is the best way to resolve things,especially with the one’s you think you have the most trouble with. You can’t succeed if you don’t know that the people your dealing with, truly understand you.
One of the keys to effective communication with your suppliers and vendors is to communicate clearly and frequently. This means using simple and direct language, avoiding jargon and ambiguity, and confirming that you have understood each other correctly. It also means keeping them informed of any changes or issues that may affect your orders or deliveries, such as menu updates, inventory levels, customer feedback, or emergencies. You should also follow up with them regularly to check on the status of your orders or deliveries, and to provide feedback on their performance.
In my experience, it’s always best to be transparent. Let them know if they sent you something extra or if they shorted you. It works both ways. Look out for them so that they can look about for you. Mistakes happen from both sides, how can you make it easy for them. It works both ways in a relationship.
Clear and frequent communication is essential for maintaining a smooth partnership with suppliers and vendors. Use simple, direct language to avoid misunderstandings, and make sure both sides are on the same page. Keep suppliers informed about any changes that might affect orders—like menu updates, shifts in inventory, customer feedback, or unexpected issues. Regular follow-ups to check on orders and give feedback show that you’re engaged and supportive, helping them meet your expectations and build a stronger, more reliable relationship with you.
Another best practice for communicating with your suppliers and vendors is to be flexible and cooperative. This means being willing to adapt to changing circumstances, negotiate fair and realistic terms, and compromise when necessary. It also means being supportive and helpful, offering assistance or advice when they face challenges or difficulties, and recognizing their achievements or improvements. By being flexible and cooperative, you can foster a collaborative and mutually beneficial relationship with your suppliers and vendors, and create a win-win situation for both parties.
One of the best things we implemented in working with suppliers was trusted nighttime deliveries. We started designing new restaurants so that the supplier could come at night, open the door with a one-time code, enter, and directly at the entrance, separate the delivery into the dry interim storage and the refrigerator. This saved an enormous amount of resources and made life easier for the team.
In my experience over 40 years, I’ve seen a lot. Build a relationship that is long lasting. No one is bigger than the other and one will be bigger than the other at one point. Be open nd honest about what your business is doing and how it is doing. Don’t take or give just be transparent.
Flexibility and cooperation are crucial for building a strong relationship with suppliers and vendors. Be open to adapting when circumstances change, negotiate fair terms, and be willing to compromise when necessary. Show support if they face challenges, offering help or advice where you can, and acknowledge their hard work and improvements. This cooperative attitude creates a collaborative, mutually beneficial partnership where both sides feel valued, helping you work together smoothly and achieve shared success.
Despite your best efforts, you may encounter some issues or problems with your suppliers and vendors from time to time. These could be related to delivery delays, product defects, quality complaints, payment disputes, or contract breaches. When this happens, you should resolve the issues promptly and professionally, without letting them escalate or damage your relationship. This means addressing the issues directly and respectfully, listening to their side of the story, presenting your facts and evidence, and seeking a fair and satisfactory solution. You should also document the issues and the resolution, and follow up to ensure that the solution is implemented and effective.
When issues arise with suppliers or vendors—like delivery delays, quality concerns, or payment disputes—address them promptly and professionally. Tackle problems head-on with respect, listen to their perspective, and present your facts to work toward a fair solution. Documenting the issue and its resolution helps maintain clarity and accountability, and following up ensures the fix is effective. Resolving issues with this approach protects your relationship and fosters a sense of trust and reliability on both sides.
The ultimate goal of communicating with your suppliers and vendors is to build trust and loyalty, which can lead to long-term and successful partnerships. Trust and loyalty are built on honesty, integrity, reliability, and consistency. This means being truthful and transparent with your suppliers and vendors, honoring your commitments and obligations, delivering on your promises and expectations, and maintaining a consistent and high standard of quality and service. You should also show interest and care for your suppliers and vendors, learn about their goals and challenges, and celebrate their successes and milestones.
Building trust and loyalty with suppliers and vendors is the foundation for long-term partnerships. Honesty, integrity, and reliability are key: be transparent, honor commitments, and consistently deliver on your promises. Show genuine interest in their goals and challenges, and celebrate their successes and milestones, which strengthens your connection. By maintaining high standards and showing you value the relationship, you foster trust and loyalty that make your partnerships stronger and more resilient.
In my experience, vendors and suppliers are best treated as partners. Their goals largely align with mine, growing their business. Through times like we faces the last few years those partnerships proved invaluable for me. My suppliers were coming to me with ideas to fill gaps in supply because I’d always engaged them when I was looking to develop new menus. I’ve also had vendors share best practices they’ve seen around the market, helping me be more effective as a leader. These partnerships have helped my career, grown the businesses I’ve worked for, and supported the vendors and suppliers I’ve worked with.