You’re struggling to communicate with vendors. What can you do to get them on board?

2 Choose the right channel

Depending on the nature and urgency of your communication, you may need to choose different channels to reach your vendors. For example, email may be suitable for routine updates, reminders, or documents, but phone calls or video conferences may be more effective for resolving conflicts, negotiating terms, or delivering feedback. Consider the preferences and availability of your vendors as well as the tone and purpose of your message when choosing the right channel.

3 Be clear and concise

One of the most common communication mistakes is to assume that your vendors understand what you want, need, or expect from them. To avoid confusion and frustration, you need to be clear and concise in your communication with vendors. Use simple and direct language, avoid jargon and acronyms, and provide specific and measurable details. For example, instead of saying "I need this done as soon as possible", say "I need this done by Friday noon". Also, confirm that your vendors have received and understood your message by asking them to repeat or summarize it back to you.

4 Give constructive feedback

Feedback is essential for improving the performance and quality of your vendors, but it can also be a sensitive and delicate topic. To give constructive feedback, you need to balance praise and criticism, focus on facts and behaviors, and avoid personal attacks or judgments. For example, instead of saying "You're always late and sloppy", say "Your last three deliveries were delayed and had some errors". Also, make sure you give feedback in a timely, respectful, and private manner, and offer suggestions and support for improvement.

6 Resolve conflicts proactively

Despite your best efforts, conflicts may arise with your vendors from time to time. To resolve them proactively, you need to communicate openly and respectfully, listen actively and empathetically, and seek win-win solutions. For example, you can acknowledge the problem and its impact, express your feelings and needs, ask for their perspective and needs, and brainstorm and evaluate possible options. By resolving conflicts proactively, you can prevent them from escalating and damaging your relationship with your vendors.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?