What are the best practices for aligning stakeholder expectations and purchasing criteria?

É fundamental conhecer e manter um ótimo relacionamento com seus clientes internos, desta forma é possível compreender melhor a necessidade interna para focar em processos que são mais críticos e conseguir compreender a núncias e peculiaridades de certos itens/segmentos, permitindo um melhor entendimento dos materiais adquiridos resultando em um melhor processo de negociação.

In prior I believe ensuring early engagement of stakeholder is essential. Seek their input and feedback to ensure that their perspectives are considered from the beginning.

In my role, I have learned the vital importance of thoroughly identifying stakeholders. Early on, a significant procurement project faced delays because we had not fully considered all impacted parties. This mistake taught us the true breadth of stakeholder influence, extending beyond obvious participants to include anyone affected by or capable of influencing the project. Now, through detailed stakeholder mapping, we ensure a comprehensive understanding of their interests and expectations. This strategy has greatly improved our procurement processes, emphasizing that successful outcomes begin with a clear identification of all stakeholders involved.

It is very important to be able to communicate the purchasing criteria so that each area is aware. There are different ways to do this, through purchasing policies, procedures, organizational announcements, and even periodic training. It is important that the criteria to be communicated through policies, procedures, announcements, and others, must be aligned with the organization's objectives.

A project once stumbled due to our failure to clearly communicate unique procurement criteria, leading to confusion and delays. We learned the hard way that assuming understanding was a mistake. To rectify this, we implemented a process involving detailed briefings and workshops with stakeholders, ensuring criteria were transparent and aligned with our goals. This approach not only streamlined the procurement process but also enhanced our relationships with suppliers. Clear communication is crucial for success and alignment in government contracts.

Documentar todo o processo de compras é indispensável para o controle interno, pois somente desta forma será possível ter um processo de transparência e agilidade otimizado. Isso permite passar por auditorias de forma tranquila e possibilita ter fácil acesso a informações que serão solicitadas rotineiramente nas atividades diárias, como, por exemplo, o comparativo de preços entre o segmento X ou a última cotação do produto Y.

Early in my role, a project’s focus on cost and technical specs missed the mark on sustainability, until a non-profit stakeholder intervened. This was a wake-up call to include environmental impact as a core criterion, reshaping our procurement strategy. It taught us to look beyond traditional metrics and consider the broader impact of our decisions, emphasizing the importance of sustainability in procurement. This experience underscored the need to adapt to evolving values and regulations, ensuring our processes align with contemporary standards and societal expectations.