Business documentation may seem daunting to many business owners, but it’s an inevitable part of your business activities. You’ll use it to keep track of the dates, customers, expenses, profits, and so many other important data. And, procurement of goods and services document is one of the documents you should have in your business paperwork. Why? Because it will help you define, manage, and improve the process of procurement for your business.
Writing a procurement of goods and services brief may seem like a redundant task for you, but we need to beg the differ. The advantages of writing this document will help you realize just how beneficial it could be. This article breaks down everything you need to know.
What is a Procurement of Goods and Services Brief?
First things first, let’s define this important document and specify what it is exactly.
A procurement of goods and services brief is a document that specifies and summarizes under which conditions will a procurement for your business happen. After writing it, you hand it over to the supplier or other external source that you’ll procure those goods or services from.
Simply put, it’s a document that helps both parties understand how they’ll do business, and what they can expect from each other.
It helps you make better buying decisions and make sure your company is protected in the process.
But, why is writing a procurement of goods and services brief better than just making a verbal agreement?
Advantages of Writing a Procurement of Goods and Services Brief
Now that you understand what this document represents, it’s time to present the advantages of writing it. This way, you’ll realize how much you can gain with if you invest just a bit of time into writing the brief.
1. Defining the Procurement Timeline
When you’re buying goods or arranging services for your business, the timeline is everything. You need the external source that is your supplier to deliver on time and respect the agreed agenda.
Your procurement of goods and services brief allows you to:
- set a delivery date
- define the phases of the procurement
- set a date for the completion of each phase
For instance, if you’re acquiring wooden batten for your business, there can be several phases – ordering the samples, testing them, ordering several different batches delivered over a certain period, etc.
So, a defined timeline will ensure the process runs smoothly in terms of both internal operations in your company and external ones from the supplier.
2. Choosing Procurement Methods
There are many different procurement methods you could use for each separate process. But, through your procurement brief, you get to choose which method to apply.
Whether you choose open tendering, request for proposal, single-source procurement, or any other method, you’ll do what’s in the best interest of your business.
This way, you’re protecting your company and making sure the ball is on your side of the field. Also, you’re making it impossible for the other party to change plans in any way.
3. Overcoming Procurement Challenges
When writing a procurement brief, you’re once again going over the most important facts that helped you reach a decision of what to buy, why, and how much of it you need. This lowers the chances of you making a wrong judgment call.
That means that writing a procurement of goods and services brief will help you anticipate and overcome challenges which include:
- procurement risk
- unreliable procurement data
- nontransparent procurement process
- manually handled and slow procurement process
- supply chain disruption
- uncontrolled spending
The brief will let you rethink everything, define it and avoid making a mistake.
4. Clarify Procurement Data
During the procurement process, a ton of data will come your way and you’ll need to store it somewhere. This data can easily get mixed up or confuse you unless you find a way to manage it.
And, a procurement brief will help you clarify this data by arranging it all in one, well-written document. Since you’ll be sharing it with other businesses, it’s very important to write it accurately and keep the data well-organized. To ensure all your written documentation is polished to perfection you can use resources such as TrustMyPaper, Grammarly, SupremeDissertations, or HemignwayApp.
5. Speed Up the Procurement Process
Think about all the calls you’d need to make or emails you’d need to send to manually go over each point of the procurement process until you and the other party reach an agreement. You’d need a lot of time and energy, not to mention clarifications, to finish this process successfully.
But, with a written procurement brief, all you need from the other party is feedback. After they confirm they agree on the set terms, the procurement process can be finalized. It would save you a lot of time and significantly speed up the entire process.
6. Empower Your Brand
Branding is important for your business. It’s the message you’re sending to your customers and the image you’re building in their eyes.
And, branding is everything you do, say, or write, since it adds up to the whole image of your business. Plus, you want everyone to have a high opinion of you- your customers and your business partners.
So, your procurement brief will help you empower your brand by:
- showing your professionalism
- being straightforward and easy to collaborate with
- showing brand personality in the way you write
By making the procurement process professional, smooth, and transparent, you’re adding another plus to your business in the eyes of others.
It’s clear that writing a procurement of goods and services brief is a smart practice for any business looking into making frequent purchases and supplying their company with any type of goods or services. Luckily, once you write your first brief, you’ll see just how simple it can be, with a good writing strategy.
Hopefully, the advantages of writing a procurement brief that we’ve covered above will inspire you to start writing yours today.