Why is it important to set clear expectations with a vendor before starting a project?

1 What are expectations?

Expectations are the specific and measurable outcomes that you and the vendor agree to deliver or achieve in the project. They can include scope, quality, time, cost, communication, risk management, and performance indicators. Expectations are not just wishes or assumptions, but concrete and realistic goals that both parties can commit to and track.

2 Why are expectations important?

Setting clear expectations with a vendor before starting a project is important for several reasons. First, it helps you align your vision and objectives with the vendor's capabilities and resources. Second, it reduces the risk of scope creep, delays, budget overruns, or quality issues that can derail the project or damage the relationship. Third, it enables you to monitor and evaluate the vendor's performance and provide feedback or corrective actions as needed. Fourth, it fosters trust and collaboration between you and the vendor, which can lead to better results and long-term partnership.

3 How to set expectations?

Before starting a project with a vendor, it's important to set clear expectations. To do this, you should define the project scope and deliverables in detail and document them in a contract or statement of work (SOW). Establish the roles and responsibilities of each party and communicate them clearly. Agree on the project timeline, milestones, and deadlines and update them as needed. Set the project budget and payment terms, track the actual costs, and monitor invoices. Define the quality standards for the project deliverables and test them before acceptance. Additionally, determine the communication methods, frequency, channels, and use them consistently. Identify potential risks or issues that may affect the project and plan how to mitigate or resolve them. Lastly, define key performance indicators (KPIs) and metrics to measure success and report them regularly.

4 What are the benefits of setting expectations?

Setting clear expectations with a vendor before starting a project can bring numerous benefits. It can ensure the project meets your needs and expectations, as well as minimize disputes or misunderstandings with the vendor. Additionally, it can increase the efficiency and effectiveness of the project management and execution, leading to increased quality and satisfaction of the project deliverables and outcomes. Moreover, you can leverage the vendor's expertise and experience to learn from their best practices and insights.

5 What are the challenges of setting expectations?

Setting clear expectations with a vendor before starting a project is not always easy or straightforward, as you may face various challenges or obstacles. These could include conflicting expectations or preferences that require negotiation and compromise, changes or uncertainties in the project scope, communication and coordination issues with the vendor, and problems with the vendor's performance or behavior. Adjusting or revising expectations accordingly, overcoming barriers or gaps, and addressing issues promptly and constructively are all important for successful collaboration.

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?