Keys to Supplier Evaluation: How to Manage Third Parties in Your Company
Having reliable suppliers is key to ensuring business success. Whether you work with technology service providers, logistics, or any other area, their performance directly influences the quality of your product or service. In addition, it is also essential to assess the cybersecurity risks associated with third parties within the supplier assessment.
If you want to ensure that your company works with the best third parties, you need a solid method to select, control, and, very importantly, manage the risks they may pose. With Kartos, you can obtain an accurate risk assessment from potential third parties and assess the maturity of your cybersecurity strategy, all to protect your organization.
What is supplier evaluation, and why is it important?
Supplier evaluation is when a company analyzes and rates the performance of the third parties with which it works.
It's not just about choosing suppliers but also about regularly reviewing their performance to ensure they meet the quality, cost, and deadline standards you need, among other things. However, we must not forget that effective supplier management is not complete without a cybersecurity analysis since each supplier is a possible entry point for external threats.
If a supplier doesn't meet expectations, it can lead to delays, increase costs, or even affect your company's reputation. Therefore, a good evaluation system helps to:
- Choose the most suitable suppliers from the start.
- Reduce risks in the supply chain.
- Ensure the quality of products or services.
- Avoid unnecessary costs.
- Comply with standards and regulations.
Now that we know why it's important let's examine how you can implement this process in your company.
Supplier evaluation criteria
Not all suppliers are the same or have the same importance within your business. Therefore, defining supplier evaluation criteria that adapt to your needs is essential. Here are some of the most commonly used:
1. Quality of the product or service
The first criterion to evaluate is quality. Whether a technology service provider or a parts manufacturer, their quality should match your expectations. To measure it, you can review aspects such as:
- Materials used.
- Quality certifications.
- Results of audits or inspections.
- Defect or failure rate.
2. Compliance with deadlines
A supplier that delivers late can lead to problems in production or the provision of your services. To evaluate this criterion, you can measure, for example, their percentage of on-time deliveries or their ability to respond to emergencies.
3. Price and payment terms
Cost is a key factor in any business, but the cheapest provider is not always the best option. Evaluate:
- Value.
- Flexibility in payments and financing.
- Transparency in additional costs.
4. Responsiveness and after-sales service
A good supplier not only meets deadlines but also responds when problems arise. To assess this, clear aspects such as customer service should be considered.
5. Sustainability and social responsibility
More and more companies value that their suppliers are responsible for the environment and society, taking into account the use of sustainable materials, compliance with environmental regulations, or good labor and inclusion practices.
6. Cybersecurity
Before starting the business relationship, some key cybersecurity criteria that companies should consider are the maturity of their cybersecurity strategy, threat protection, and cybersecurity solutions in the event of security breaches.
For a complete assessment, Kartos provides a real-time platform that automates the detection of third-party and umpteenth risks, ensuring effective risk management throughout the business relationship.
It may interest you→ The 5 cybersecurity trends you should know.
Supplier evaluation procedure
You already have clear criteria, but how can you effectively implement a supplier evaluation procedure? Here is a step-by-step guide:
1. Define the evaluation criteria
Not all suppliers must meet the exact requirements. For example, a software vendor will have different criteria than a raw material vendor. Therefore, it is essential to determine which aspects are a priority in each case before starting the evaluation.
2. Collect information
To properly evaluate suppliers, you need objective data. Some ways to get information are:
- Audits or inspections.
- Satisfaction surveys.
- Internal records of incidents.
- Supplier documentation (certifications, licenses, etc.).
3. Assign a score
A simple way to evaluate suppliers is to assign a score to each criterion, for example, from 1 to 5. You can make an evaluation chart and calculate a weighted average according to the importance of each criterion.
If a provider scores low, you may need to look for alternatives or renegotiate terms.
4. Make decisions and follow up
Once you've earned your scores, decide which providers will continue to work with you and which ones need improvement. It's a good idea to do regular reviews, such as every six months or a year, to ensure the supplier still meets the standards.
Best Practices for Managing Suppliers
For effective supplier management, here are some key tips:
- Negotiate clear agreements. Set up well-defined contracts to avoid misunderstandings.
- Foster long-term relationships. It is not just about evaluating but about building relationships of trust.
- Digitize the process. Use management software to keep better control of information.
- Continuously monitor the security of your suppliers. Make sure they meet data protection standards.
- Don't rely on a single supplier. Diversify to reduce risks in case of failures or unforeseen events.
Evaluation of service and product providers is not a simple procedure but a key tool for optimizing your company's performance. An inefficient supplier can generate risks to your business, while a reliable and well-managed one can become a great ally.
Implementing a supplier evaluation procedure with well-defined criteria and continuous monitoring will improve quality, reduce risks, and ensure your company's sustainable growth.
With Kartos, you can simplify and improve this process, ensuring regulatory compliance, mitigating security risks, and protecting information in your supply chain.
