7 Tips for Improving Your Business's Supply Chain Management
• 5 min read
Summary
Discover seven essential tips to improve your business's supply chain management system and better serve your customers.
One of the primary functions of any business is to effectively handle the flow of goods and services from beginning to end, which makes supply chain management one of the most important aspects of your business. Effective supply chain management has been shown to result in higher sales, greater customer loyalty, lower overhead costs and improved supplier retention, so it’s worth doing well. This is especially important within construction and facilities management as it can greatly reduce both short-term and long-term costs while at the same time reducing risk.
Here are seven tips to improve your supply chain management system and better serve your customers.
Know what you need.
There are many elements to supply chain management, but the most important is procurement. Procurement is defined as the process of buying goods and services to meet an organisation's needs. A company must have a clear understanding of what they need and make sure the items and services are sourced at a reasonable cost in order to be successful.
Negotiating with suppliers can be difficult, so you should always ask for concessions when committing to long-term contracts. It also pays to shop around and compare prices from multiple vendors before making a decision.
It is beneficial to vet a supplier before contracting their services, by using a pre-qualified questionnaire (PQQ). A PQQ is a series of questions that can be used to determine the suitability of a supplier. Within the construction industry, PAS-91 has become the industry standard for assessing suppliers as it is built to comply with CDM 2015 regulations. FM service providers also need to demonstrate that they have taken all reasonable steps to reduce risk, by appointing competent suppliers, capable of working in a timely, safe and compliant manner.
Have a Plan.
In order to have an effective supply chain management process, you'll need to establish a budget, create a list of suppliers and make certain that you're getting the best deals. You'll also want to know how much inventory and services you can afford and what your payment terms are with each supplier. Remember that in addition to knowing what items and services are needed, it's important to know how long they will last. Having this information will help you procure the appropriate quantity at the right time. Establishing priorities and figuring out which suppliers offer the most cost-effective goods and services will save you money in the long run.
Set realistic goals.
Organising your supply chain can be a daunting task, but it is worth it when you see the benefits. A well-organised supply chain will save you time and money in the long run. Setting realistic goals will help make this process more manageable.
Start by finding out what your current supply chain looks like and how it currently operates. This will require some research and analysis on your part to understand what needs to change with your supply chain management. A supply chain management system should be capable of instantly displaying the condition of your supply chain. Who has been approved, who is in the process of approval, who is due an information review and most importantly, who has expired or due to expire insurances, accreditations, etc.
Build strong supply chain relationships.
A strong supply chain is essential to the success of any business. Building relationships with your supply chain will increase both its efficiency and effectiveness. Get to know the people that you are doing business with and make it a point to take the time to get acquainted with their company.
You should also establish a good line of communication so there are no surprises on either end of the spectrum and avoid miscommunication. When possible, it is important to stay in touch consistently while you're working together on projects.
Invest in technology.
When choosing a supply chain management system, try to avoid a standalone isolated system. System integration is key to streamlining the flow of data. The ability to share data with other systems reduces work, helps avoid errors and saves costs by working with existing systems. For example, Suppliers are responsible for the accuracy of the information Samson gathers. This data can be passed on directly to your finance, sales, CRM, or any other system, ensuring full and complete records are kept without the need to input anything.
Samson can also save on equipment and IT infrastructure costs as it only needs an internet-capable device. No servers or dedicated hardware is required and there’s no software to install or maintain. We ensure the latest version is always available.
Stay organised.
Organisation is key to running a successful business. In order to keep your supply chain in check, you should use a system that tracks critical expiry dates for you. This avoids potentially costly errors and risks arising from overlooked expired critical documentation.
A good supply chain management system should be capable of tracking and requesting replacement documents, such as expired insurance certificates or any accreditation important to your approval process.
It is also good practice to carry out periodical reviews of all the information submitted by a supplier to cover other changes in their business which could impact the level or quality of service they provide for you.
Samson monitors and automatically reminds suppliers to update critical documents well in advance of their expiry. It will also ask all suppliers to automatically review and update their information every twelve months. Samson has the added advantage of letting you choose what documentation is critical to your business and what’s not.
Always be learning.
Keep your eye on the big picture - make sure that you are always up to date on the latest trends and know what direction the industry is moving in.
Put your suppliers through a rigorous vetting process using a pre-qualification questionnaire - find out what their qualifications are and what kind of services they offer before making any commitments to them.
Try to establish good relationships with your suppliers as early as possible - try not to burn bridges with your suppliers, as sometimes problems arise between businesses that would not happen if they were still in contact.
Continuously monitor your supply chain to maintain or increase its efficiency.
Samson has a built-in range of tools to help develop your relationship with your suppliers, using either or both project performance and KPI performance reviews. Sharing review results with your supplier can improve your relationship with them and the level of service received.
Samson also has a reports area which provides an instant overview of the condition of your supply chain and detects any trends (good or bad) at an early stage.
Mobilize offers a fully customisable suite of tools designed to help you manage your entire supply chain with precision giving you complete visibility and control so that you can reduced risk at every stage, from onboarding through to project review.
Contractual and financial mechanisms are essential components of effective supply chain management, not just afterthoughts. By embracing structured capacity tracking, compliance-linked payment controls and integrated commercial reporting, UK construction organisations can gain better control over supplier delivery, cash flow and risk. Digital tools like Mobilize make these mechanisms practical, data-driven and aligned with operational workflows.
Supplier performance measurement is a natural progression from onboarding and compliance checks turning static supplier data into actionable insights. By tracking key metrics such as delivery timeliness, quality compliance, safety outcomes and responsiveness, construction organisations can proactively manage supply chain risk, drive performance improvements and protect project outcomes.
A digital, KPI-driven approach ensures supplier insight is continuous, transparent and effectively integrated into procurement and delivery workflows.
Data centre supply chains operate in a uniquely high-risk, high-responsibility environment. From supplier onboarding and compliance monitoring to documentation and long-term asset management, effective supply chain governance is essential to protecting uptime, safety and reputation.
By adopting structured onboarding, robust pre-qualification, continuous compliance monitoring and digital supply chain tools, data centre operators can significantly reduce risk while supporting reliable and resilient operations over the full lifecycle of their facilities.
