Smarter Week

How to automate it

How to automate “follow up with vendors and suppliers on problems”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, a few times a week
40%
of the time can be automated
Easy
to set up

Fix 1 of 2

Process fixBest fix

Track vendor issues in one log and review them on a scorecard

Logging every vendor problem in one place and reviewing a simple scorecard monthly replaces scattered emails with one conversation backed by facts.

Typically saves about 30% of the time1 h to set up
  1. 1Create one shared log (sheet, list or ticket queue) for vendor issues.
  2. 2Pick four or five measures per key vendor (on-time, defects, response time).
  3. 3Review the scorecard monthly with the vendor, not issue by issue.
  4. 4Raise repeat issues at contract renewal.

Tools: Microsoft Lists or Google Sheets · Jira Service Management or Freshservice

Fix 2 of 2

Process fix

Put one front door on incoming requests

One form or queue for all requests, instead of email, chat and hallway asks, means requests arrive complete and nothing gets lost.

Typically saves about 35% of the time1 h to set up
  1. 1Build a short request form with the fields you always have to ask for.
  2. 2Use a queue: Jira Service Management, Freshservice, Monday or Asana forms, or Microsoft Forms feeding Planner.
  3. 3Reply to requests that arrive elsewhere with the form link.
  4. 4Review the queue at set times, by priority.

Tools: Jira Service Management · Freshservice · Asana or Monday forms · Microsoft Forms and Planner · Slack Workflow Builder

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Operations managerOperations coordinator

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Operations managers