In our article, “Vendor Coordination is the Secret to a Successful Production,” we covered the benefits of strong vendor relationships. Strong vendor partnerships contribute to the success of a production. There are steps you can take to choose collaborators that align with your business and project needs.
Let’s dive into key factors to consider when choosing a vendor, so you can make the best decision for your next production!
What matters when selecting a vendor?
First Impressions
Every vendor has a different set of skills, various strengths, and unique things to offer. The first thing to ask when looking at a potential vendor is, “Does their expertise meet my production needs?” They may have a well-developed portfolio and impeccable reviews, but, if they don’t meet your project’s needs, they are likely not the right fit.
Speaking of impeccable reviews, these are critical in choosing the right vendor. See if anyone in your network has worked with them before, so you can get a first-hand referral. You can also look through reviews online, through the vendor’s website or third-party platforms. When reading reviews, it is best to have keywords in mind. You can focus on a skill specific to your project, or you can search for terms like “reliable” and “effective” to gather a better perspective on the vendor's work.
Crunching the Numbers
The logistics of a vendor partnership matter too. You need to know whether their pricing aligns with your budget. It’s also important to determine early on whether they can realistically match your project’s timeline. For video production specifically, flexibility and adaptability are critical. The ability to pivot on a moment’s notice is vital to success. You need to know that your vendor can meet you where you are at any given time, even when things change!
Communication is Key
Lastly, a vendor’s communication skills can make or break your decision. Miscommunications lead to delays or errors, so strong communication is required to avoid lost time and resources. If a vendor is forthcoming in their communication, that’s a good sign!
They also must be willing to listen. When vendors are open to feedback and act on it, you’ll know that they are a reliable partner. When communication is valued by everybody, you can grow together. That’s the best fuel for a long-term, successful business relationship!
Tools for the Vendor Selection Process
Evaluation Criteria
It can be overwhelming to sift through all the information about a potential vendor. To organize your research, you can create a list of evaluation criteria that reflect your needs. You can compile formal evaluations as you work with vendors to determine which relationships you want to develop, or you can create a simple spreadsheet with your customized criteria. If you can answer the questions “What matters most to you?” and “What skills are crucial to this project’s success?” you are heading in the right direction.
Set Expectations
To ensure a smooth collaboration, you need to know that your partners understand your business values and project message. A study by Gallup revealed that clear expectations of one’s role or work increase efficiency because they understand how they directly contribute to the company’s success. Vendors are no different! When vendors are aligned with your goals, they will bring both expertise and passion to the work. This makes a project’s success inevitable. Moreover, it leads to a higher likelihood of establishing a partnership over time. That’s a win-win!
On the nitty-gritty side, you can even review the SOW, vendor service agreement, and creative brief ahead of time. If the vendor is aware of the project’s scope, deliverables, and payment, they can be upfront about their ability to meet your needs. By taking these additional steps, you are setting yourself–and your vendors–up for success!
Time to Commit
After you consider your project needs and do research on potential vendors, you are ready to choose which people or companies you want to work with. It can be scary to commit. However, when you put in the work beforehand, you can be confident that you are making the right decision for your project.
While incorrect partnerships can lead to inefficiency, collaborating with the right people increases your production’s quality and success tenfold. There’s nothing more rewarding for your hard work than that!
If you’re looking for a partner to make your creative vision come to life, you should contact us. At Plaid Pony Productions, we value nurturing relationships with the right people. As soon as you work with us, you’ll see why we understand the importance of collaboration and communication!
