Care and feeding of your vendor final


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Tips and advice on how to prepare for, kick off, and maintain good client/vendor relationships in higher education that lead to successful projects.

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  • Let’s introduce ourselves and talk about how we got to where we are. We should talk about the work we did together at Naz, I’ll make sure I’m positioned as a former insider.\n
  • FRAN\n
  • FRAN\n
  • FRAN\n
  • In our case, we’re talking about the special evolutionary process that led to Vendorae Superius Educationis. FRAN\n
  • Distinguishing characteristics FRAN\n
  • I will have coffee, an iphone, and an ipad that I will showcase to everyone as you talk through this slide. COLLEEN\n
  • Independent freelancer: Single person, operating as their own business, typically deep and narrow skillset. Comes in to complete a particular piece of a larger project. They are working on this for multiple clients at once.\nPT is self explanatory, similar to contract but semi-permanent relationship with you\nFull service - can handle multiple aspects of multiple projects\nNiche - specializes in just one area - ie athletics websites, web, specific subject or skill \nInternal - department other than you\n\nSo, lots of different structures, all of them working TOGETHER to make a project successful.\nBOTH\n\n\n\n\n
  • You are probably a lot like a vendor. In a way, you ARE a vendor. \n COLLEEN\n
  • FRAN\n\nIf you’re not just doing projects for yourself, your’e a vendor.\n
  • Whether you are billing or charging back -- or not -- you are essentially providing a required set of skills -- in other words, acting as a vendor -- and the departments you work with are your clients. \nFRAN\n
  • So, that tells you our approach here -- there IS no enemy. Empathy. We are all in this together. There is no “i” in team. Etc. Look at working with a vendor as an opportunity, not a necessary evil.\nKumbaya.\n\nCOLLEEN\n
  • Distinct Life-cycle, like within any other ecosystem\n- Mainly taking the approach of being a client searching for and working with a vendor -- but hints from both sides.\n- So how do we start?\nCOLLEEN \n
  • FRAN\n
  • FRAN\n
  • FRAN\n
  • Up front, as much as you’re able, in order to make the best match. \nCOLLEEN\n
  • FRAN\n\nYou want a beneficial and complimentary relationship.\n
  • FRAN\n\nHistorically\n
  • FRAN\n
  • FRAN\n\nYou’ve identified what you can bring to the partnership, and now its time to identify what you need the vendor to bring.\n
  • FRAN\n\nReally good way to cull the large number into two or three that will help with your project.\n
  • Network, network, network.\n\nCOLLEEN\n
  • Interview, Interview, Interview\nGoes both ways\nDo not discount the value of face time\nCOLLEEN\n
  • - Site Visit\n- How is work done?\n- Personality matches\n\nFRAN\n
  • FRAN\n
  • FRAN\n
  • Reference checks\n- Do you only call the list that’s given? Ethics of “checking around?”\n\nFRAN\n
  • \n
  • Getting ready to work\nFRAN\n
  • The earlier, the better\nFRAN\n
  • FRAN\n
  • Determine Roles & Responsibilities\nBOTH\n
  • The answer is always C!\nFRAN\n
  • FRAN\n
  • Pick your champion.\n\nCOLLEEN\n
  • Remember this is a PARTNERSHIP. \nYou both need to do heavy lifting. \nTo be successful, you have to work together - - don’t take it all on, and don’t lay it all on someone else.\nCOLLEEN\n
  • FRAN\nCritical path\n
  • FRAN\n
  • BOTH (Fran lead)\n
  • \n
  • Care and feeding of your vendor final

    1. 1. #heweb12 #mpd7The Care & Feeding of Your VendorColleen Brennan-Barry, Fran Zablocki,Monroe Community mStonerCollege @zablocki@ColB
    2. 2. Congratulations!If you’re in this presentation, you are likelynow connected to a vendor! How exciting! Image via
    3. 3. But whatdoes it allMEAN? Image via
    4. 4. What We’re Talking AboutVariety & types of vendorsHow vendors & clients relate toeach otherStages of the relationship fromstart to finish
    5. 5. What is a Vendor?
    6. 6. 0-Second Test: How do you define “vendor?” Image via
    7. 7. TheDictionary Says ... “A person or agency that sells” How descriptive!Image via
    8. 8. Hmm. How about...Vendor: An individual or groupproviding needed skills to helpcomplete a project for anothergroup who doesn’t possess thatskill set.
    9. 9. Kingdom: VendoraeGenus + Species:Superius Educationis Image via
    10. 10. Your Vendor in the Wild Image via
    11. 11. Image via
    12. 12. Distinguishing CharacteristicsNocturnalHeavily caffeinatedMulti-locationalExtensive technology on person at all timesAppreciative of cookies
    13. 13. 0-Second Test: List the types of vendors. Image via
    14. 14. Independent freelancerContract employee Part-time employee Full-service agencyNiche agency Internal service department
    15. 15. Image via
    16. 16. Vendorus Full-Timus Image via
    17. 17. You’re (like) avendor if you work in....• Communications• Creative services• Web services• IT services• (Whatever) services
    18. 18. “But we don’tsell anything!” Image via
    19. 19. Image via
    20. 20. Stages of aVendor-ClientRelationship Image via
    21. 21. Determining that you need a vendorFieldResearch Image via NASA Goddard Photo and Video
    22. 22. Whoneeds avendor?!Most of us,at some point.
    23. 23. You know you need a vendor when...You have a problem that can’t be solved byinternal resources or expertise.You need more of a particular resource toaccomplish something -- more writing andphotography, for example.You’re too close to the problem & need a freshlook from a new perspective.
    24. 24. You know you need a vendor when...You need someone to say what you’ve been saying allalong -- free from the politics and internal pressures.You’re told you’re going to use one -- surprise!OR....You’re brought in to an relationship with avendor
    25. 25. SearchingOn the Hunt
    26. 26. Determine DirectionKnow the project parameters & goals.• Timelines• Working structure• Scope• Goals• Audience• Available vs needed resources Image via
    27. 27. Find True NorthBe honest about your: Strengths Weaknesses Capabilities Talent gaps Personalities
    28. 28. Consider Your Pack StructureDo You:Use primarily internalresources?Use primarily externalresources?When internal andexternal super-powerscombine!
    29. 29. What is your partnership going to look like: Door #1, Door #2, or Door #3? Image via
    30. 30. AssessNeededSkills &AttributesRequirements are required.
    31. 31. How important is it?
    32. 32. 0-Second Test: Where do you go to find vendors? Image via
    33. 33. Beat the Bushes• Look for other projects you like• Google• Professional journals, publications, awards• Online message & discussion groups.• Ask. Just, ask.
    34. 34. SelectionThe Vendor in Its Natural Habitat
    35. 35. Meet the Pride
    36. 36. Visit the Habitat
    37. 37. View the Tools Project management Production Communication
    38. 38. 0-Second Test: What are your go-to tools for managing projects & assets with clients & vendors? Image via
    39. 39. 0-Second Test: Phone Email Lunch Dropbox / Google Apps Skype/ Facetime / G+ Hangout Basecamp / Asana / ActivCollab / Mavenlink Image via
    40. 40. Check Out the Pedigree Portfolio
    41. 41. Tag &SerialNumberAssess along yourrequirement rubric
    42. 42. Call the Exes Image via
    43. 43. Choose!
    44. 44. InterspeciesCommunication Image via
    45. 45. Create aCare PlanSet workingparametersDevelop a workplan,including scope andtimelineEstablish expectations
    46. 46. Talk It OutStatus meetingsDocument sharingTimeline settingProject tools Image by A. Davey via Flickr
    47. 47. Get Down (to the Nitty Gritty)PricingProcurement &BillingEtiquette
    48. 48. Bonding Together Forever (or at least a project lifespan) Image via
    49. 49. Role With It.
    50. 50. 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.
    51. 51. Once, Twice, Thrice ImportantDefine your primarycontact for each side
    52. 52. We need a hero. Image via
    53. 53. Symbiosis Natphotos/Digital Vision/Getty Images
    54. 54. One Project,Multiple Vendors Who is dependent on whom?Is everyone aware of what they need to do? Image via
    55. 55. Care & FeedingOngoing maintenance of your vendor Image via
    56. 56. EvolvingExpectations Checkpoints Scope Creep
    57. 57. TroubleshootingStopping good relationships from going bad Image via
    58. 58. Troubleshooting
    59. 59. Trap & Release Ending the relationship
    60. 60. 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.
    61. 61. As you come across vendors in the wild,remember that we are all part of a greater team!
    62. 62. No vendors were harmed during the making of this presentation.