Common Pitfalls to Avoid During the Supplier Onboarding Process

Getting the supplier onboarding process right enables you to avoid unnecessary hurdles and dive headfirst into collaboration.

By Hugo Britt | May 16, 2024

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Organizations are increasingly paying attention to their employee onboarding programs. They know that if they get onboarding right, new hires will hit the ground running faster and feel supported in their new roles. Getting it wrong can lengthen the time until the worker hits full productivity, make it awkward for the new hire, and in the worst cases, lead to disengagement and employee attrition.

The same can be said for supplier onboarding, which can be a game-changer when it comes to establishing fruitful relationships with your business partners. Getting the supplier onboarding process right enables you to dive headfirst into collaboration, sidestepping unnecessary hurdles and paving the way for a solid foundation. So, let’s delve into the common mistakes that could trip you up on this journey.

Don't overcomplicate things

Picture this: a small business, strapped for resources, trying to navigate a convoluted and never-ending maze of onboarding requirements. Not a pretty sight, right? Keep in mind that some suppliers are so small that their day-to-day operations could actually grind to a halt while they spend precious time on lengthy online forms – and remember, you’re not their only customer.

Avoid the temptation to overload the process with excessive complexity and unnecessary details. At the same time, be sure to embrace the principles of Plain Language to avoid confusing people with convoluted language. A streamlined and straightforward onboarding approach allows small businesses to participate without feeling overwhelmed, ensuring a level playing field for all.

A straightforward and streamlined supplier onboarding process can be a game-changer when it comes to developing strong relationships with business partners.

Don't be too casual

While simplicity is key, being too casual can leave your suppliers feeling like they’ve been left high and dry. Remember, onboarding is about building trust and support.

Provide clear guidance, documentation, and assistance to help suppliers understand your expectations. A little structure goes a long way in ensuring everyone is on the same page and ready to go.

Embrace user-friendly systems

Systems can either be your best friend or your worst nightmare. Invest in user-friendly procurement systems that simplify the onboarding process for both you and your suppliers. Opt for intuitive interfaces, automate repetitive tasks, and provide helpful prompts along the way. By embracing technology, you make the onboarding journey a breeze, leaving more time for the real work to happen.

A Deloitte case study explores the story of a car company that unlocked 400% gains in speed by digitizing manual onboarding processes, tripling the output of thousands of onboarded suppliers.

Protect what matters

According to Statista, supply chain cyberattacks in the US impacted 2,769 entities, the highest reported number since 2017. Cybersecurity is a hot topic and should be one of your top priorities during supplier onboarding.

Ensure that your systems are secure and compliant with industry standards. Implement robust data protection measures, secure communication channels, and access controls. By prioritizing cybersecurity, you build trust and safeguard both your business and your suppliers’ sensitive information.

Avoid multiple points of contact

Your supplier shouldn’t have to talk to one time about delivery, another team about payment, and yet another team about systems. Having multiple points of contact can lead to miscommunication, confusion, and unnecessary delays in supplier onboarding.

Designate a single point of contact in the procurement team who will serve as the go-to person for suppliers. This ensures effective communication, swift responses, and a smoother onboarding experience for all parties involved.

Don't be unclear about expectations

A common mistake is failing to clearly communicate your expectations to suppliers. Clearly define your requirements, specifications, and performance metrics upfront. This ensures that suppliers have a clear understanding of what is expected from them from the very beginning and helps prevent misunderstandings down the line.

Don't ignore supplier feedback

Don’t make the mistake of solely focusing on your own organization’s needs during the onboarding process. Suppliers bring valuable insights and expertise to the table.

Encourage open communication and actively seek their feedback on the onboarding process to get in front of any issues before they become a bottleneck. Incorporating their suggestions can lead to process improvements and foster a collaborative environment.

Supplier onboarding is the gateway to successful collaborations and long-term partnerships. By avoiding common mistakes, you can set the stage for a flourishing relationship.

Don't hold back on training and support

Onboarding is not just about paperwork and formalities; it’s about equipping suppliers with the knowledge and tools they need to succeed. Provide comprehensive training and support materials to help suppliers understand your systems, processes, and unique requirements. This empowers them to navigate any challenges and ensures a smoother transition into working together.

Don't be inflexible

Every supplier is unique, and their needs may vary. Yes, we need to have scalability and efficiency, but we also need to avoid the trap of a one-size-fits-all onboarding approach. Be flexible and adaptable in accommodating the specific requirements and circumstances of each supplier (and make sure your onboarding software has built-in flexibility).

Tailor your onboarding process to their individual needs, fostering a sense of partnership and setting the stage for a collaborative relationship.

Don't neglect documentation and record keeping

Accurate and organized documentation is the backbone of effective supplier onboarding. Avoid the mistake of neglecting proper record-keeping. Maintain detailed records of all contractual agreements, communications, and supplier information.

This not only ensures compliance but also provides a valuable reference for future interactions and helps resolve any disputes that may arise.

Get onboarding!

Supplier onboarding is the gateway to successful collaborations and long-term partnerships. By avoiding common mistakes, such as overwhelming complexity, insufficient support, neglecting cybersecurity, and juggling multiple contacts, you can set the stage for a flourishing relationship. So, take a deep breath, learn from these pitfalls, and embark on your supplier onboarding journey with confidence. 

Speaking of onboarding, have you ever wondered what’s involved in joining a group purchasing organization Una? We’re glad you asked! Check out our latest guide to Una membership – it’s as easy as 1, 2, 3!

And for more on how to get the most value out of your GPO membership, download the full playbook here:

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