Getting excellent suppliers is a challenge. Too often when I’m speaking with entrepreneurs, the feedback is inconsistent about their experiences with their suppliers. Whether it is their accountant, an outsourced bookkeeper, their banker, or some other service-based vendor, the reviews that I hear are all over the map.

“She is wonderful. I don’t know what I’d do if she ever retired.”

“They drive me nuts. But I just don’t know where to find someone better.”

“My guy is great. I could never get by without him.”

If your suppliers and vendors are great, then that’s wonderful. However, if they are not so great, you have a problem. It’s very expensive for a small business owner to put up with poor, inconsistent or even OK service.

What if you had a system to recruit and select the best vendors and suppliers?

We just happen to have such a system. Like most systems, it requires a little bit of work up front. By putting in the effort in advance, you will find that you have a much easier go of it later on. The system has 5 steps.

The 5 Steps

Step 1. Get clear on your outcomes.

What are the outcomes that you want to achieve? The more specific you are, the better. The key here is to write these down, and keep getting more specific until you have a clear picture of exactly what you want.

Whether it is an outsourced vendor or supplier, or someone in-house to work with you, you need to identify what specifically, you want them to do (the To Do’s of the service or role).

I recently needed someone to help dress up and pull together some of our materials for the consultant training we are currently conducting in different parts of North America. Initially I thought I needed a graphic designer, and I decided to get someone in-house, either part-time or full-time. When I posted online for this, I got resumes back from a bunch of artists. Not what I wanted or needed.

Then I reread my ad. I saw that I wasn’t specific enough. By changing the ad to attract exactly the skill set I needed and changing categories to writer/editor instead of graphic designer, I was able to find a wonderful person who truly fits our needs.

Step 2. Decide what type of person / company fits your needs.

Once you’re clear on your outcomes, then decide what the level of skill or expertise is that you need to accomplish your goals.

What are the alternatives that might fit? Will an in-house person be needed? Is it a small company you want, where you might get more individualized attention? Or do you need a larger organization, where you have more depth of expertise? Perhaps some combination … list the alternatives, as part of this step.

Step 3. Build specific lists.

For each alternative, build a list of specific potential suppliers.

For example, if I want marketing expertise: I could list a number of small, boutique marketing houses; I could list some of the larger advertising agencies that also serve smaller companies; and then I could identify solo practitioners who might do the job.

Listings in the local Chamber of Commerce or your Board of Trade roster can give you access to all of these.

Step 4. Go interview people.

Choose a few people to meet and interview them. When you are speaking with these people, check to see if they meet these three criteria:

1. Do they have the right skills that you seek
2. Will they be able to address your priorities?
3. Are they a fit with your company?

Step 5. Conduct reference checks.

When you are speaking with the references of the shortlisted individuals, listen for any nuances that may give you a clearer sense of how this supplier might be able to assist you. How has the supplier helped the reference? In what specific areas were the biggest differences made? Are these the areas you seek?

By taking time and working through this process, you will be more likely to find solid vendors and suppliers that may assist you as you grow your business, consistent with your goals and commitments in life.