This document discusses how to manage relationships with vendors. It begins by defining what a vendor is and describing different types of vendors. It then outlines the stages of a vendor relationship from determining a need for a vendor, to searching for potential vendors, selecting a vendor, managing the relationship, and ending the relationship. Key stages discussed include determining project needs, finding vendors through various sources, assessing vendor skills and portfolios, setting expectations, ongoing communication, and troubleshooting issues that may arise. The goal is to provide guidance on building effective long-term partnerships with vendors.

1. The Care & Feeding
of Your Vendor
Colleen Brennan-Barry,
Monroe Community
College
@ColB
Fran Zablocki,
mStoner
@zablocki
#heweb12
#mpd7
Monday, May 20, 13

2. Congratulations!
If you’re in this presentation, you are likely
now connected to a vendor! How exciting!
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3. But what
does it all
MEAN?
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4. What We’re
Talking About
Variety & types of vendors
How vendors & clients relate to
each other
Stages of the relationship from
start to finish
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5. What is a Vendor?
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6. 0-Second Test:
How do you
define
“vendor?”
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7. The
Dictionary
Says ...
“A person or
agency that
sells”
How descriptive!
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8. Hmm. How
about...
Vendor: An individual or group
providing needed skills to help
complete a project for another
group who doesn’t possess that
skill set.
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9. Kingdom:
Vendorae
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Genus + Species:
Superius Educationis
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10. Your Vendor
in the Wild
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11. Image via d1ij7zv8zivhs3.cloudfront.net
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12. Distinguishing
Characteristics
Nocturnal
Heavily caffeinated
Multi-locational
Extensive technology on person at all times
Appreciative of cookies
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13. 0-Second Test:
List the types
of vendors.
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14. Independent freelancer
Contract employee
Part-time employee
Full-service agency
Niche agency
Internal service department
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15. Image via feminema.files.wordpress.com
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16. Vendorus Full-Timus
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17. You’re (like) a
vendor if you work
in....
• Communications
• Creative services
• Web services
• IT services
• (Whatever) services
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18. “But we don’t
sell anything!”
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19. Image via conniemcleod.files.wordpress.com
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20. Stages of a
Vendor-Client
Relationship
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21. Field
Research
Determining that
you need a vendor
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22. Who
needs a
vendor?!
Most of us,
at some point.
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23. You know you need
a vendor when...
You have a problem that can’t be solved by internal resources
or expertise.
You need more of a particular resource to accomplish
something -- more writing and photography, for example.
You’re too close to the problem & need a fresh look from a
new perspective.
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24. You need someone to say what you’ve been saying all
along -- free from the politics and internal pressures.
You’re told you’re going to use one -- surprise!
You know you need
a vendor when...
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25. Searching
On the Hunt
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26. Determine Direction
Know the project parameters & goals.
• Timelines
• Working structure
• Scope
• Goals
• Audience
• Available vs needed resources
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27. Find True North
Be honest about your:
Strengths
Weaknesses
Capabilities
Talent gaps
Personalities
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28. Consider Your
Pack Structure
DoYou:
Use primarily internal
resources?
Use primarily external
resources?
When internal and
external super-powers
combine!
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29. What is your partnership going to look
like: Door #1, Door #2, or Door #3?
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30. Assess Needed
Skills & Attributes
Requirements are required.
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31. How important is it?
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32. 0-Second Test:
Where do
you go to
find vendors?
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33. Beat the Bushes
• Look for other projects you like
• Google
• Professional journals, publications, awards
• Online message & discussion groups.
• Ask. Just, ask.
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34. Selection
The Vendor in Its Natural Habitat
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35. Meet the Pride
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36. Visit the Habitat
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37. View the Tools
Project management
Production
Communication
You Name It
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38. 0-Second Test:
What are your go-to
tools for managing
projects & assets with
clients & vendors?
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39. 0-Second Test:
Phone
Email
Lunch
Dropbox / Google Apps
Skype/ Facetime / G+ Hangout
Basecamp / Asana / ActivCollab /
Mavenlink
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40. Check Out the
Pedigree
Portfolio
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41. Tag &
Serial
Number
Assess along your
requirement rubric
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42. Call the Exes
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43. Create a Care Plan
Set working parameters
Develop a workplan, including scope and
timeline
Establish expectations
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44. Interspecies
Communication
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45. Talk It Out
Status meetings
Document sharing
Timeline setting
Project tools
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46. Pricing
Procurement & Billing
Etiquette
Get Down
(to the Nitty Gritty)
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47. Bonding Together Forever
(or at least a project lifespan)
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48. Role With It.
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49. 0-Second Test:
What is the best way to get the
most value from your vendor?
a. Dunk them in your coffee.
b. Allergy relief.
c. Focus on what they’re rock stars
at, and on the talents you do
NOT have in-house.
d. Dress them in silly hats.
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50. Once, Twice,
Thrice Important
Define your primary contact for each side
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51. We need a hero.
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52. Symbiosis
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53. One Project,
Multiple Vendors
Who is dependent on whom?
Is everyone aware of what they need to do?
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54. Care & Feeding
Ongoing maintenance of your vendor
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55. Evolving
Expectations
Checkpoints
Scope Creep
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56. Troubleshooting
Stopping good relationships from going bad
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57. Troubleshooting
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58. Trap & Release
Ending the relationship
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59. 0-Second Test:
What’s the best way to say ‘It’s over’?
a. It’s not you, it’s me.
b. It’s not me, it’s you.
c. We’re sorry, the number you have
dialed is no longer in service.
d. Thank you. Please know we’ve
really enjoyed X,Y and Z.We hope
we can stay in touch for possible
future projects.
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60. As you come across vendors in the wild,
remember that we are all part of a greater team!
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61. No vendors were harmed during the making of this presentation.
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