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What Is The Key Factor In Effective Procurement Management?

goods in ships and at a dock to show procurement and logistics at a port

It is critical to optimise internal corporate processes to meet an increasingly complicated commercial world where organizations must be dynamic, fast-changing, and efficient. 

In many enterprises, archaic manual techniques and difficult workflow patterns waste time and money, which every company wants to avoid. Various approaches may be used to increase corporate efficiency across the board. 

It is a procedure that should be assessed regularly to identify areas of inefficiency in how a company conducts business. 

Procurement management strategy is one of the critical areas that a project manager could look into while analysing the effectiveness of a company’s activities. 

The reason for this is that procurement management has a significant impact on a company’s profitability.

What Is Procurement?

The approach to managing supplier relationships and evaluating and negotiating with vendors for the best rates and services is procurement. 

From merchants working with their suppliers, manufacturers, and distributors to manufacturers sourcing the raw materials they require to produce items, procurement plays a vital role in its processes. Procurement teams must be able to handle contracts and obtain the best pricing on purchase orders.

Another popular type of procurement is travel procurement, which involves an employee within-firm booking hotels, airlines, car rentals, and train trips. 

Various departments can handle procurement, ranging from professional procurement managers to Human Resources (HR).

Some of these procurement choices may be managed by employees, and the company pays through the expenditures system. This isn’t always the best approach to handle these purchases because employees don’t have access to preferred supplier pricing. Also, it means they (and the company as a whole) may end up paying more for these irregular expenses. 

Is Procurement management really important?

Smart procurement strategies are critical for organisations in any industry to ensure efficient operations and a healthy bottom line. 

Managing all procurement activities ensures that corporate operations operate smoothly and saves money, time, and resources. 

Procurement management ensures that all commodities and services are procured correctly, allowing projects and procedures to run smoothly. 

Procurement Management: A Step-by-Step Method

Planning and specification

Organisations must first create a complete procurement plan that specifies what services and items will be required, both inside and outside. 

A complete list should be produced to aid in the creation of a budget. It’s critical to stay organised from the start if you want the next phases to run as efficiently as possible.

Choosing and Identifying Suppliers

The next step is to study and identify suitable suppliers.  Care should be taken to ensure that these suppliers can precisely satisfy your company’s needs.

Also, comparisons should be performed to examine individual supplier benefits and drawbacks. 

When choosing a procurement management company, you should consider cost, delivery timeframes, social and environmental responsibility, safety, service and support, and quality control.

Requesting, Negotiating, and Contracting For Proposals

You can start asking for offers and negotiating as needed once you’ve cut down your list of potential suppliers. 

The negotiation process might reveal the dependability and credibility of potential suppliers. During this step, be sure to convey your requirements explicitly – delivery timelines, payment information, and so forth. 

Setting up some well-thought-out delivery schedules is also a good idea. You can sign a contract when you agree to all terms.

Control and Supply

It’s up to your purchasing department to keep track of all deliveries and payments once you’ve signed a contract with a supplier. 

Smooth procurement operations include regular meetings with vendors, diligent delivery tracking, and a thorough analysis of all orders against defined specifications and quality standards. 

As your demands evolve, it may become necessary to make changes to procurement contracts.

Analysis and Measurement

An organised system of key performance indicators must be used to analyse the entire procurement process. This will aid in determining the process’ performance, cost efficiency, speed, and overall success. 

Now is the moment to discover any areas where you can improve and make the necessary modifications. This will, of course, aid in the success of future ventures. 

Management should be informed of your observations, and significant findings should be thoroughly explored.

Benefits Of Successfully Managing Procurement And Purchasing Processes

Developing positive connections with your suppliers and remaining organised during the procurement process is critical to the success of all business operations. It will allow you to achieve your specific objectives while satisfying all expectations. 

Organisations may avoid costly downtime while increasing their bottom lines by implementing smart procurement strategies.

Digital procurement management strategies are growing more common as technology advances.

Low-cost computer and data storage technologies transform how businesses handle purchase and procurement, enabling more advanced cloud and mobile capabilities. The Internet of Things (IoT) is fast changing how companies perform all activities.

It is critical for businesses trying to stay competitive in today’s changing landscape to keep up with emerging technology and choose the best course of action for their specific needs.

Important Steps To Successful Sourcing Process

Procurement organisations have redesigned to a value-added process in adopting contemporary purchasing, also known as strategic sourcing, to stay relevant in today’s ever-changing business climate.

This procurement function gives the buyer and the purchasing department more responsibilities. It entails full compositions of cost-cutting strategies based on a thorough understanding of the buyer’s market.

It also involves establishing interdepartmental strategic liaisons when making purchasing decisions and considering inventory carry costs and storage requirements related to the purchase.

With these considerations in mind, the procurement department must involve all supply chain departments. This will result in a uniform commitment to assist the firm in obtaining product quality, quantity, and pricing. 

In retrospect, the establishment of the supply chain coordination has also brought more precise ideas for each individual’s tasks and duties.

Importance Of An Effective Procurement Management System?

Purchasing management addresses a business requirement for items. Thus it’s a smart place to start when identifying the elements that should be included in a purchasing strategy.

The following lists will serve as important elements for a successful procurement management system in a few paragraphs.

1. Needs

To purchase correctly, questions about need – how many should be ordered and what specifications, colours, and quality are necessary – must be addressed for each product.

Forecasting and trend analysis allows for more informed purchasing decisions that take trends, periodicity, discounts, and market changes.

2. Cost

In addition to the amount a vendor quotes, there are numerous other considerations to consider. When evaluating vendors, knowing the actual cost or landed cost of a product is crucial. 

Moreover, analysing and combining spend across the firm can reveal possibilities to take advantage of supplier bulk discounts.

3. Performance Of Vendors

Supplier performance analysis insights will improve planning, better expenditure decision-making, and a more cost-effective supplier management approach.

Better access to previous vendor data, including published prices, latest fees covered, and delivery schedules allows continual evaluation and setting of new vendor standards.

4. Multiple Currency

Trading in several currencies is a prerequisite for sourcing and purchasing globally as global sourcing becomes more common.

Each country’s cost of doing business is different. Thus your solution should be able to support both your multi-national sales model and multi-currency conversions.

5. Buying 

When supplies fall below a minimum specified quantity, the responsible buying manager should be notified that a restock is necessary.

Purchase order preparation, either for a new order or a reorder, should be rapid and straightforward, with automated approval routing to help prevent unauthorised purchases.

Furthermore, managing drop-shipped and special orders independently but conveniently ensures that inventory amounts and projections are precise.

What Is Supply Chain Management?

To be sustainable, organisations must integrate business, technology, and processes across extended enterprises. With supply chain management, it’s no different. 

Supply chain management facilitates inter-company cooperation and coordination with suppliers, customers, and business partners. Firms and significant supply chain contributors such as suppliers, manufacturers, distributors, and customers get tremendous benefits and competitive advantages from this system.

As end customers experience increased on-time delivery, an integrated supply chain promotes customer happiness and loyalty. 

There is also an increase in partner loyalty, decreased inventory, and increased flexibility to deal with crises. The development of collaborations is the key benefit of integrating a supply chain. 

The transformation of sourcing and consumer relationships into partnerships increases trust levels. There is a stable performance and reliable source with this increased trust, allowing even former competitors to become partners.

In the face of difficulties, an integrated supply chain provides flexibility and a high level of resilience.

By having true partnerships along the supply chain, a company can quickly adapt to changing circumstances without causing production delays. 

Companies can cross-train people along the supply chain to respond rapidly to a shutdown at one point along the chain since an interconnected supply chain provides resilience by enhancing versatility.

The urge to broaden management and coordination of operations across the entire supply process, replacing both market and vertical integration as a means of managing supply chain solutions, is the driving force behind any cooperation and integration.

Key Steps Of An Effective Procurement Process

The next step is to develop the procurement process once the importance of the process has been established. 

The following steps to a successful procurement procedure are as follows:

1. Identify All Business Divisions’ Requirements For Goods And Services

When an organisation’s business units require goods or services from an external supplier, the procurement cycle begins. 

As a result, the first phase in the procurement process is to identify and consolidate the needs of various business units inside a company. 

This gives you visibility into your spending areas and classifications, allowing you to uncover cost-cutting opportunities through spend analysis.

2. Make A List Of Potential Providers And Analyze Them

Following identifying the business units’ requirements, the following stage is to identify a list of potential vendors who could provide the goods/services. 

A basic web search or more formal measures are used in this procedure. The objective of this procedure is to assess potential suppliers. 

Costs, service quality, industry reputation and recognitions, warranty and guarantee provisions, and customer service are evaluation measures. 

Following the evaluation, the provider awarded the agreement should be the one that provides the most value and the best market pricing.

3. Contracts Should Be Negotiated With The Suitable Suppliers

When a provider has been chosen to satisfy an organisation’s demands, the contracting process begins.

Contracting is an essential step for every organisation to take to enhance value generation and foster buyer-supplier collaboration.

This approach comprises assessing critical components, including pricing structure, the scope of work, terms and conditions, and delivery dates.

More cost-cutting opportunities, such as dynamic discounting, can be uncovered through extensive contract analysis and negotiation.


In contrast to its tactical origins, procurement has begun its journey toward becoming a long-term strategic function of a company. 

As a result, the purpose of this essay is to assist organisations in developing a well-structured and efficient procurement process.

While companies have a variety of procurement needs and processes in place, you can tailor the methods outlined in this article to meet the needs of any organisation.

For assistance with procurement and logistics in Nigeria, get in touch with us. Call us on 08144000052 or email

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