Purchase Managers can live stress free lives by following these simple, proven techniques.   

# 2 Pre Plan and Understand to Manage Crisis Situations in Procurement 

The procure department is often at the front line of a crisis situation. Sudden spikes in demand, meeting client expectation can place a tremendous stress on not only the resources of the procurement department but the team’s well-being.

As we have seen in the previous post (HYPERLINK) these circumstances are unavoidable. The best approach is laid out here as per my experience and industry research.

1.     Though you may have a central purchase contract, keep a few vendors on standby.

2.     Categorize your vendors based on their reliability and location.

3.     Maintain a list of trusted transporters or courier service providers.

4.     Stay in touch with vendors and establish a strong network. I would also suggest host them a dinner party, perhaps once a year. This should preferably be done before the season. You can acknowledge their contributions by offering printed and framed testimonials to those vendors and transporters who supported you through the year.

5.     Continue the conversations with the HOD of other departments specially sales, F&B, housekeeping and management so you’re well-informed about their planning.

6.     Rather than waiting for the indents of regular requirements from the various departments, your team should constantly ask about their requirements with certain regular time intervals.

7.     Based on your interactions with other department heads, maintain a list of minimum stocks of perishable as well as non-perishable items.

8.     Keep working on minimum stock lists based on the season.

9.     Pay a visit to relevant exhibitions and subscribe to respected trade magazines either online or offline.

10.  Create a list of reliable vendors and transporters according to an internal assessment based on your past experience with them.

11.  In case of registration of new vendors, the purchase team should, gather accurate information about them, their business and their associates.

12.  Stay mentally and physically fit. Remain calm. Evaluate the situation, plan and create a road map accordingly.

In part 3 we will explore how to adapt the right mind set to stay calm and composed in times of crisis.

Prashant Kumar

‘Committed to excellence and growth of the hospitality industry.’

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