The strategies you have in place for managing the technology procurement process will determine if you truly acquire the right equipment needed to meet your business goals.
An often overlooked, yet crucial, component of achieving business objectives, is managing the technology procurement process successfully. When done right, this process allows you to purchase the devices and services you need for your business to grow and thrive. Rather than simply buying on a whim or purchasing what a salesperson pushes on you, creating a straightforward procurement process allows you to purchase only what you need, keep your technology up-to-date, and prepare for future technology needs.
1. The Planning Stage
Planning may be the longest and most involved portion of managing the technology procurement process, but it is also the step that helps you fully define your needs in relation to your business goals. Consider your goals and strategy for the next few years and get an idea of what you want your new equipment to accomplish. Whether you have an in-house IT department, use managed IT services, or a combination of both, getting input from your team can help you decide what you actually need to buy to reach your goals.
Setting goals for your IT infrastructure and office equipment, along with any mobile technology and workflow management needs, allows you to stay focused and to compare offerings from multiple vendors in a sensible way. If need be, now is also the time to research your competitors and see what kind of technology can help your services stand out.
2. Identify Potential Suppliers
You will likely have a few suppliers in mind. Comparing your needs with the available suppliers’ inventory allows you to target a short list and determine if you will be able to get everything from one source or target several different sources during the procurement process. Office technology consultants with a background working with businesses and organizations of all shapes and sizes can help you assess your current equipment and identify what you need now and in the future so you will always be prepared.
3. The Proposal Process
Once you have identified some key suppliers, submit request for proposals (RFPs) or requests for quotes based on your already determined needs. After gathering proposals from several different suppliers, you can then compare both the services and products you are being offered and your total estimated costs for each. Choose one or more suppliers based on the proposals you receive and how well they support your identified needs.
4. Negotiation With Suppliers
Just about everything in the proposals you receive is negotiable, even if the total fee seems to be set in stone. The timing, customization, length of contract, and level of service can all be modified to give you a deal that fits within your technology procurement budget. When you discuss the proposal, bring along any technology savvy employees who can express the needs of your business now and in the future, which will help you negotiate a better deal.
5. Implementation
Once the deal has been struck and the contracts signed, the actual implementation of your new technology takes place. You will need to be aware of costs, make sure the supplier is fulfilling their end of the agreement, and that your new equipment is up and running correctly. This step may be completed over a few days or weeks, depending upon the complexity of your setup, the number of suppliers and components that have to work together, and how easily the new pieces integrate with your existing infrastructure.
Establishing procedures for managing the technology procurement process can take some time, but it is well worth the time and effort in the long-run as you reduce technology costs and stay prepared for any future needs.
If your business is interesting in effectively managing the technology procurement process, contact the office technology consultants at Business World today at 501-214-5482 to set up a free consultation.
