Communication – Page 3 – Procurement Transformation

Communication, Leadership, Procurement, Relationships, Teamwork, Transformation

Building a High-Performance Procurement Team

Building a high-performance culture involves more than assembling talented individuals. It fosters collaboration, communication, and a shared commitment to excellence. A stellar team is the backbone of procurement success. Developing a high-performance procurement team goes beyond individual excellence; it’s about synergy and a collective commitment to achieving goals.

The importance of cultivating high-performing teams cannot be overstated. A well-functioning team ensures seamless operations and is the key to unlocking innovation, efficiency, and strategic success.

“Individual commitment to a group effort – that is what makes a team work, a company work, a society work, a civilization work.” ~ Vince Lombardi

Leadership plays a pivotal role in team performance. A leader is not just a manager but a catalyst for inspiration. Effective leadership can unleash the full potential of your procurement team. The leader sets the tone for a culture of excellence.

“A leader is one who knows the way, goes the way, and shows the way.” ~ John C. Maxwell

The benefits of developing a high-performance team includes:

Enhanced efficiency and productivity: High-performing teams are characterized by streamlined processes, effective communication, and optimized workflows. This significantly boosts efficiency and productivity, allowing procurement professionals to accomplish more in less time.

Innovation and adaptability: A cohesive team fosters an environment that encourages creativity and innovation. High-performing teams are more likely to embrace new ideas, technologies, and methodologies, enabling procurement departments to stay ahead of industry trends and adapt to changing market dynamics.

Cost savings and value creation: Effective collaboration within a high-performing team leads to better negotiation strategies, vendor relationships, and contract management. This, in turn, contributes to cost savings and enhances the overall value delivered by the procurement function.

Employee satisfaction and retention: A positive and collaborative team culture contributes to higher job satisfaction and employee engagement. This, in turn, reduces turnover rates and fosters a sense of loyalty, ensuring the continuity of expertise within the procurement team.

Risk mitigation: High-performing teams are better equipped to identify and address potential risks in the procurement process. Whether it’s legal compliance, supply chain disruptions, or market volatility, a vigilant team can proactively manage risks and mitigate potential negative impacts.

Consider the Allied Forces during World War II. Diverse nations united by a common goal demonstrated the power of collaboration. In the procurement realm, various examples can be cited. For example,

Amazon’s procurement and logistics teams have leveraged advanced data analytics and machine learning to develop highly efficient forecasting models. This has not only optimized inventory management but has also set new standards for e-commerce operations globally.
Apple’s procurement team has been pivotal in establishing and enforcing strict supplier responsibility standards. This commitment to ethical sourcing and sustainability has set industry benchmarks and influenced other companies to prioritize responsible supply chain practices.
Toyota’s procurement team revolutionized the automotive industry by implementing the “just-in-time” inventory system, minimizing waste and improving efficiency. This approach has since been widely adopted across various industries.

Here are some tips for developing high-performing teams:

Invest in training and development: Provide continuous learning opportunities for team members to enhance their skills and stay updated on industry best practices. Training programs can include negotiation skills, contract management, and technology adoption.

Foster effective communication: Clear and transparent communication is fundamental to team success. Establish regular team meetings, encourage open dialogue, and leverage collaboration tools to ensure everyone is on the same page.

Encourage diversity and inclusion: Diverse teams bring various perspectives and ideas, fostering innovation and creativity. Encourage an inclusive environment where every team member feels valued and empowered to contribute their unique insights.

Set clear goals and metrics: Define clear and measurable goals for the team. This provides a sense of direction and purpose, allowing team members to align their efforts toward common objectives. Regularly assess and communicate progress using key performance indicators (KPIs).

Promote a positive team culture: Cultivate a positive and collaborative team culture that emphasizes trust, respect, and accountability. Recognize and celebrate achievements, fostering a sense of pride and motivation among team members.

“Alone we can do so little; together we can do so much.” ~ Helen Keller

Excellence is a choice that each person in the team must make. The collective effect of that commitment is what makes the team great. Developing high-performing teams is not a luxury but a necessity for staying relevant and innovative. By reaping the benefits of enhanced efficiency, innovation, cost savings, and more, procurement professionals can position their teams as strategic contributors to organizational success. Adopting the tips outlined in this article can pave the way for a transformative journey toward building and sustaining high performance within procurement. Remember that success is a team sport!

Communication, Leadership, Procurement, Relationships, Teamwork, Transformation

SMART Goals in Procurement: A Roadmap to Success

In my blog post last month, I discussed creating a vision that puts you and your team on the path to success. This month, let us explore the significance of goals and why they create your roadmap to success. Setting clear and actionable goals is paramount to achieving success. One effective framework for goal-setting that has gained widespread acclaim is the SMART criteria – Specific, Measurable, Achievable, Relevant, and Time-bound.

“The trouble with not having a goal is that you can spend your life running up and down the field and never score.” ~ Bill Copeland

What are SMART goals, and why are they essential for procurement leaders? SMART stands for Specific, Measurable, Achievable, Relevant, and Time-bound. It’s not just a framework; it’s a strategic approach that shapes the trajectory of your procurement team.

The benefits of setting SMART goals in procurement include:

Clarity and focus: SMART goals provide a clear and concise roadmap for procurement professionals. By defining specific objectives, teams can maintain focus on critical tasks and avoid unnecessary distractions.

Measurable performance: The measurable aspect of SMART goals ensures that progress can be quantified. Procurement professionals can track key performance indicators (KPIs) to gauge success and make data-driven decisions.

Achievability and realistic expectations: Setting Achievable and Realistic goals helps prevent teams from becoming overwhelmed or setting unattainable targets. This promotes a healthier work environment and fosters a sense of accomplishment as goals are met.

Relevance to organization’s objectives: SMART goals in procurement should be Relevant to the broader organizational strategy. Aligning procurement goals with overall business objectives ensures that every effort contributes to the company’s success.

Time efficiency: The Time-bound nature of SMART goals adds a sense of urgency, encouraging timely completion of tasks. This helps prevent procrastination and ensures that projects move forward steadily.

“A goal without a plan is just a wish.” ~ Antoine de saint-Exupéry

Here’s a lesson from the Apollo 11 mission. NASA’s SMART goal was to land humans on the moon and bring them safely back to Earth before the decade’s end. With its specificity and time-bound nature, this audacious goal inspired a nation and changed the course of history.

A goal without precision is like a ship without a compass. Goals must be specific and clear. Procurement leaders should craft goals that represent specific, ambitious targets that stretch the capabilities of a team, keeping in mind that they should be realistic and achievable. When you make them measurable, you move from abstract to tangible achievements. Measurability is the secret sauce. Metrics and key performance indicators become your allies on the journey to goal achievement.

Here are some tips for developing SMART goals:

Collaborative goal setting: Involve key stakeholders, including team members, suppliers, and other relevant departments, in the goal-setting process. This collaborative approach ensures a more comprehensive understanding of organizational needs.

Specificity matters: Clearly define the Specifics of each goal. Rather than setting a general objective like ‘reduce costs,’ specify the target amount or percentage, such as ‘reduce procurement costs by 15% within the next fiscal year.

Use measurable metrics: Identify specific metrics to measure progress. Whether it’s cost savings, supplier performance, or inventory turnover, having measurable data allows for objective assessment and continuous improvement.

Check for achievability: Ensure that goals are Achievable by considering available resources, expertise, and potential challenges. While ambition is commendable, setting unrealistic goals can demoralize teams and hinder success.

Relevance to strategy: Align procurement goals with the overarching business strategy. Consider how each goal contributes to the company’s mission and objectives to ensure a cohesive and coordinated approach.

Set realistic timeframes: Establish Time-bound deadlines that balance urgency and feasibility. Avoid setting overly aggressive deadlines that could compromise the quality of work or lead to burnout.

Setting goals is not a routine task; it’s a strategic process that propels your team toward success. SMART goals serve as a guiding light, helping professionals navigate the complexities of their roles with purpose and precision. By adopting this goal-setting framework, procurement teams can enhance efficiency, track performance, and contribute significantly to the overall success of the organization. Remember, the journey towards procurement excellence begins with setting SMART goals that are Specific, Measurable, Achievable, Relevant, and Time-bound.

“If you aim at nothing, you will hit it every time.” ~ Zig Ziglar

Communication, Leadership, Procurement, Teamwork, Transformation

Crafting a Vision: Illuminating the Path to Success

A vision is like a compass that guides the team through the procurement landscape and leads them to success. So, what exactly is a vision? A vision is not just a lofty statement on the wall. Like the North Star, italigns your procurement team’s efforts with the organization’s broader goals. It’s not just about what you do; it’s about why you do it and the impact you aim to achieve. A clear vision provides direction, purpose, and a shared understanding of the destination.

“The only thing worse than being blind is having sight but no vision.”

~ Helen Keller

Take the example of Dr. Martin Luther King Jr. His iconic “I Have a Dream” speech wasn’t just a collection of words; it was a powerful vision that fueled a movement for civil rights. Steve Jobs transformed Apple by envisioning a world where technology seamlessly integrates into our lives. History has given us many other examples of people whose vision changed how we think and what we believe is possible.

“The only limit to our realization of tomorrow will be our doubts of today.” ~Franklin D. Roosevelt

A vision articulates what procurement does and its impact on the organization and its stakeholders. A compelling vision goes beyond strategy; it’s a motivational tool. When your team understands the ‘why’ behind their work, they become more engaged, innovative, and resilient in facing challenges.

“Your vision will become clear only when you can look into your heart. Who looks outside, dreams, who looks inside, awakes.” ~ Carl Jung

To develop a compelling vision, consider the tips below.

Alignment with organizational goals. Your procurement vision must be seamlessly integrated with your organization’s broader goals. A vision that aligns with the company’s strategic objectives ensures that procurement efforts contribute directly to the business’s overall success. As Peter Drucker, the renowned management consultant, once said, “The best way to predict the future is to create it.” Procurement leaders must envision a future where their activities play a pivotal role in achieving organizational excellence.”

Focus on innovation and technology. Successful procurement visions must embrace innovation and technology. Leverage advanced tools and technologies to streamline processes, enhance efficiency, and gain a competitive edge. Satya Nadella, CEO of Microsoft, emphasizes the importance of innovation, stating, “Our industry does not respect tradition. What it respects is innovation.”

Prioritize sustainability and social responsibility. Modern procurement goes beyond cost savings; it incorporates sustainability and social responsibility. Craft a vision that reflects a commitment to ethical sourcing, environmental consciousness, and social impact. As Indra Nooyi, former CEO of PepsiCo, noted, “Sustainability is not just important for people and the planet, but it’s vital for business success.”

Embrace collaboration and relationship building. Foster a vision that emphasizes collaboration, both internally and externally. Building strong relationships with suppliers, stakeholders, and other departments is crucial for procurement success. Jack Welch, former CEO of General Electric, once said, “The team with the best players wins.” In the context of procurement, this implies cultivating strong partnerships.”

Continuous learning and adaptability. The procurement landscape is dynamic, requiring professionals to stay informed about industry trends and continuously learn. Craft a vision that encourages a culture of learning and adaptability. As Sheryl Sandberg, COO of Facebook, stated, “The ability to learn is the most important quality a leader can have.”

Crafting a compelling vision for procurement success is a strategic imperative for leaders in the field. Procurement professionals can chart a course toward excellence by aligning with organizational goals, embracing innovation, prioritizing sustainability, fostering collaboration, and promoting continuous learning. A well-crafted vision inspires the team and lays the foundation for a future where procurement is pivotal in organizational success.

“If you want to build a ship, don’t drum up the men to gather wood, divide the work, and give them orders. Instead, teach them to yearn for the vast and endless sea.” ~Anoine de Saint-Exupéry

Communication, Leadership, Procurement, Relationships

Enhance Your Leadership: 3 Steps to Improve your Relationships

Leaders must be able to cultivate relationships to increase their influence. Many put more emphasis on the education and experience of the leader. Certifications and credentials are essential as they provide evidence of a leader’s domain over a specific body of knowledge required to perform well in the field. Their competence helps them earn the respect of peers and their team.

“If your actions inspire others to dream more, learn more, do more, and become more, you are a leader.” -John Quincy Adams

There are certain skills that many consider “soft skills” that are necessary for the leader to be successful. The ability to communicate, connect, and relate to others requires a certain level of emotional intelligence.

Having a high degree of emotional intelligence (E.Q.) allows you to be a more effective leader. Leaders should be able to inspire and motivate others. They should influence others to support and accomplish a shared goal and vision.

“Leadership is Influence nothing more, nothing less.” – Dr. John C. Maxwell

There are several ways a leader can strengthen their interpersonal skills to increase their effectiveness. Leaders that have taken the EQi 2.0 Assessment may be more familiar with these areas.

The three steps listed below can dramatically raise the leader’s E.Q., improve relationships, and accomplish more with their team.

“Leadership and learning are indispensable to each other.”
-John F. Kennedy

Increase self-awareness. Self-development is essential to achieving excellence. A leader must walk the talk. Leaders must first understand their behaviors, motivations, and abilities before they can lead and inspire others.

A leader must model integrity. They must not compromise your values to achieve a goal or other temporary gains. They should have clarity of vision and learn to listen to the inner values that drive their dreams. They must trust themselves.

Their internal compass motivates them to embrace their passion. The shiny object syndrome does not guide the leader’s passion.

They exercise self-care to keep their energy level fully charged.
They acknowledge their limitations yet respect and appreciate themselves while seeking to improve.

2. Practice discipline and self-management. Influential leaders take responsibility for their behavior, attitudes, and actions. These can raise their performance level and help build trust and authority with others.

They seek the input of others. They are not afraid to ask for help or seek information on what they need to do differently to communicate more effectively or be a better leader.

They hold themselves accountable for their actions and performance.
They are not afraid to delegate responsibilities and tasks. They are confident enough to surround themselves with talented people

3. Practice social awareness. Good leaders are self-aware of their attitudes and the power they must motivate others.

They show genuine concern for others and learn how to listen actively. This listening skill helps them connect with the team and develop lasting bonds.

They acknowledge others and find ways to reward excellence.

The socially aware leader helps others buy into your vision by making them stakeholders in achieving goals.

They care about developing those around them by providing opportunities for training and self-development.

“A good objective of leadership is to help those who are doing poorly to do well and help those who are doing well to do even better.”
-Jim Rohn

When leader learns how to bring out the best in themselves and others, they increase their E.Q. in interpersonal relationships. They utilize everyone’s best qualities and minimize their limitations with strategic task assignments and delegation of responsibilities.

By Lourdes Coss, MPA, NIGP-CPP, CPPO – May 2022

About the Author: Lourdes Coss is a former Chief Procurement Officer living her purpose of adding value. She’s the author of “Procurement Methods: Effective Techniques” and uses the lessons of her 27-year career in government procurement and transformation to coach, train, and provide consulting to leaders and aspiring leaders in the profession. Lourdes is an Emotional Intelligence and DISC Personality Consultant; and a Licensed Brain Trainer and Neuro-Encoding Specialist. She enjoys traveling, dancing, reading, and writing. You may find her in a local café writing her next book.

Communication, Leadership, Relationships, Technology

Three Skills to Conquer The Modern Day Frontier

by Lourdes Coss, MPA, CPPO

Procurement professionals’ role continues to evolve with the increase of technology and automation. The pandemic presented us with a wake-up call on preparedness. Technology and automation were no longer an option to function and stay relevant in the midst of it all. As electronic systems replace manual processes, procurement professionals will need to strengthen or acquire different skills to complement the changes. Artificial Intelligence (AI) will likely accelerate the pace of change as more innovation penetrates procurement and supply chain.

There is no denying that we need to understand the process and how everything works together in procurement. Many procurement professionals have excelled in this area. But teams that thrive when presented with adversity require more than process sequence. The much talked about seat at the table has been the topic of many conversations, presentations, and even conferences. There have been pockets of progress in this area. But the advancement has not been sufficient to make this concept universally accepted in all organizations.

The pandemic shone the light on the role of procurement professionals. It was an opportunity for many to leave the anonymity of the back-office function. Those that were ready stepped up. Problems compounded for those unprepared to lead the organization through a crisis that called for the availability of supplies in a field of scarcity. As we reflect, problem-solving skills, communication, and relationships were vital skills to overcome the issues organizations were facing.

The “Modern Day Frontier” is where science and art collide in the area of AI. We have come a long way in data analytics to aid in the decision-making process. Such advancements need the complement of the human factor to prioritize and determine the value of the information. It is an opportunity to enhance the skills where no machine has yet made a debut. The human brain is the most sophisticated organ capable of imagination, human care, and emotion. No machine has yet replicated these qualities. The human factor will always be a required element to any successful organization.

Soft skills has not been the top priority in most fields. Such skills like leadership, connecting, and learning to establish good relationships are imperative for the procurement professional today and tomorrow. Teams that are in the continued pursuit of growth, innovation, and relationship building generally have a strong leader. Making small shifts today to acquire the skills necessary to thrive in the future will pay vast dividends.

“Become the kind of leader that people would follow voluntarily; even if you had no title or position.” —Brian Tracy

Leadership – Leadership was is and remains a valuable skill, especially in the heat of the pandemic. Staying calm and bringing clarity to the next steps was an asset during the crisis. Driving and maintaining the engagement of employees required the emotional maturity of a good leader. Division, doubt, and fear were prevalent in most environments. Strong leaders were able to leverage diverse teams’ talents and not give in to the negativity and division highlighted that plagued many communities around the country. And while achieving the highest performance of a work-from-home team, they were still able to influence the organization to not stray from the procurement mission. As innovation continues to impact the world of procurement, leadership will become even more relevant at all levels in the organization by guiding it through the shifts and pivots.

“The Most Important Thing In Communication Is Hearing What Isn’t Said.”

—Peter Drucker

Communication – Communication is a skill necessary for all. Good communication skills include the ability to connect with others by listening attentively to understand rather than focus on your message. Problem-solving requires the use of good communication skills. It is crucial to consider the art of a good question because the quality of the information obtained depends significantly on the quality of the question. When you communicate to understand and ask the right questions, you will also enhance your negotiation skills. Understanding what others are seeking can help you develop options for more successful negotiations.

“Even the Lone Ranger didn’t do it alone.”—Harvey MacKay

Relationship building – Building relationships with internal and external stakeholders, is not something that I see relegated to AI in the foreseeable future. Supplier relationships, end-user relationships, and the professional network had a massive impact on the entities’ solutions during the beginning of the pandemic. The extent to which procurement professionals develop their professional relationships can influence and increase their options available to solve problems. Relationship building is a core function of the procurement professional and one of the skills required to access innovative ideas and solutions on behalf of their organization.

To summarize, as we look to the procurement profession’s future, these are three skills that the procurement professional will need to be successful in the job. Leadership, communication, and relationship building are not skills that will be automated or absorbed by AI, at least in the foreseeable future. It is the time to start preparing for the future of procurement and be ready to conquer the modern-day frontier.

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