In my last article I discussed the tools needed for vendor meetings. There are few small and basic additional things that I suggest you do to ensure that your meeting run well.
Arrange a catch up with your vendor before your meetings. You should go through the reports and other materials being presented. You will know your internal stakeholders better than your vendor and you can help your vendor put its best foot forward. Ensure that the material being presented deals points that will be of interest to the meeting attendees.
You should also discuss any contentious issues that may be raised at the meeting. This will ensure that the vendor (and you) are not surprised at the meeting. It also means that there will be adequate time for them (or you) prepare and respond to those items rather than the issue being raised in the meeting itself. What would that response be? Will it enough to deal with the issue? As a vendor manager you can provide the guidance on this.
Prior to the meeting appoint someone to take the minutes. Avoid being the person to take minutes if you need to be actively involved in the meeting. Once the meeting is over get the meeting minutes out within 24 hours so that all ideas discussed are fresh in everyone’s memory.
You may also want to do a de-brief with the vendor to see if they were happy and if there is anything you should amend for next time around.
Once the meeting is over and the minutes have gone out and are approved by all then arrange a follow up with the actions. This again keeps the actions fresh in everyone’s mind.
All of these actions will eventually become a habit as you build the your relationship with your vendor.
Note: All opinions stated are my own and not those of my employer.