What are the best ways to collaborate with external partners or vendors?

1 Define clear goals and roles

Before you start any project with an external partner or vendor, you need to establish a clear and shared understanding of the goals, scope, timeline, and deliverables. This will help you avoid confusion, ambiguity, or scope creep later on. You also need to define the roles and responsibilities of each party, and assign a point of contact for communication and feedback. Having a clear agreement and accountability will ensure that everyone is on the same page and working towards the same outcome.

2 Communicate regularly and effectively

Communication is key to any successful collaboration, especially when you are working with external parties who may have different processes, cultures, or preferences. You need to communicate regularly and effectively with your partners or vendors, and use the appropriate channels and tools for different purposes. For example, you may use email for formal updates and reports, phone or video calls for brainstorming and problem-solving, and chat or project management software for quick questions and feedback. You also need to communicate respectfully and constructively, and avoid jargon, assumptions, or criticism.

3 Manage expectations and feedback

Another important aspect of collaborating with external partners or vendors is managing expectations and feedback. You need to set realistic and measurable expectations for the quality, scope, and timeline of the project, and communicate them clearly and consistently. You also need to provide timely and specific feedback to your partners or vendors, and acknowledge their efforts and achievements. Likewise, you need to solicit and accept feedback from them, and use it to improve your own performance and relationship. By managing expectations and feedback, you can ensure that both parties are satisfied and motivated.

4 Resolve conflicts and issues

No matter how well you plan and communicate, you may encounter some conflicts or issues when working with external partners or vendors. These could be related to the project itself, such as delays, errors, or changes, or to the interpersonal dynamics, such as misunderstandings, disagreements, or tensions. When these happen, you need to resolve them quickly and professionally, and avoid blaming, ignoring, or escalating them. You need to listen to both sides of the story, identify the root cause of the problem, and find a mutually beneficial solution.

5 Build trust and rapport

Finally, one of the best ways to collaborate with external partners or vendors is to build trust and rapport with them. Trust and rapport are the foundation of any successful relationship, and they can enhance the quality, efficiency, and satisfaction of your collaboration. You can build trust and rapport by being transparent, honest, and reliable, and by showing interest, appreciation, and respect. You can also use some informal and personal communication, such as sharing stories, jokes, or compliments, to create a rapport and a positive atmosphere.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?