How Procurement Strategy Can Benefit Hospitality

Hospitality procurement can be a complex and demanding process with multiple stakeholders, limited budgets, and frequent last-minute requests. How do you establish a successful procurement strategy to meet your operational needs?

In today’s fast-paced marketplace, hoteliers must be prepared to react quickly and decisively in order to remain profitable. Hotel procurement departments must operate efficiently, streamline processes, and create more visibility so all team members are informed of crucial information at every step of the purchase process.

Your procurement strategy helps you decide which suppliers will meet your needs while also staying within budget. If your procurement methods aren’t working for you right now, it’s time to reevaluate your strategy and make some changes. Read on for some helpful tips on fine-tuning your hospitality procurement strategy.

Define Your Sourcing Strategy

When you’re sourcing products and services, you’re choosing where your goods are coming from, at what price, and when you want them delivered. Your sourcing strategy will depend on your budget, desired timelines, and inventory management needs.

Your sourcing strategy should include the following:

• Which products and services you’re procuring
• How you plan to buy them
• Which suppliers are best suited to meet your needs
• What value do they bring to the table
• How they’ll be compensated

Establish Supplier Relationships

Strong supplier relationships enable you to have greater control over your procurement process. They can also help you achieve sustainability goals and improve profitability.

• Choose suppliers who can provide the level of service you need.
• Look for suppliers who can act like partners and are willing to get deeply involved in your business.
• Ensure that suppliers are willing to collaborate with you and are open to feedback. 
• Minimize risk by partnering with suppliers who can help you meet your sustainability goals.
• Work with suppliers who can provide you with the type of product/service you want, when you want it, and for a price that’s fair for both parties.

Build a Culture of Transparency

Building transparency throughout the purchasing process is important for hoteliers looking to optimize their procurement strategies. This can be achieved with the help of a procurement management system (PMS). Procurement systems give hoteliers a 360-degree view of suppliers and their products and services. This allows team members to easily access the information they need to make the best decisions for the business.

Having a transparent procurement strategy enables you to:

• Be more efficient
• Be cost-effective
• Be knowledgeable about your suppliers
• Have access to real-time data
• Have accountability throughout the process
• Be environmentally responsible

Define Your Requirements

Having a clear understanding of the requirements for each product/service you purchase will eliminate confusion and help you maintain a healthy bottom line. This can be accomplished with the help of a requirements document.

A requirements document is a contract that outlines the details of a specific purchase. It is created between hotel procurement staff and their suppliers. The requirements document is an important tool for procurement teams. It allows for greater transparency and can be used as a tool for negotiation.

Lead with Technology

To ensure your procurement strategy is leading your hotel’s operational excellence, you must leverage technology and data analytics in your procurement processes. There are numerous technologies available to help you strengthen your procurement strategy. They can provide the visibility you need to streamline procurement processes and make more informed decisions. They can also be used to track and improve sustainability efforts.

Don’t Skimp on Training and Development

As with any position in the hotel, procurement professionals should be provided with the necessary training and development opportunities to excel in their roles.

When you don’t provide training opportunities to procurement team members, you’ll most likely see a decline in the quality of purchases along with a rise in the cost of goods. Procurement leaders should be given the opportunity to attend industry conferences and training sessions and read industry publications to stay up to date on the latest procurement trends.

Don’t Forget Outsourcing

Outsourcing some of your hotel procurement needs can help you achieve greater operational efficiency and provide you with the necessary time and resources to focus on core competencies. Procurement outsourcing can give you access to specialized skills and expertise you may not have access to internally. It can also help you achieve your sustainability goals while managing costs.

When determining which areas of procurement can be outsourced, you should take into consideration your need for specialization, the volume of procurement, and the overall cost of goods.

Conclusion

Procurement in the hospitality industry can be a complex process that requires collaboration and communication between many departments.

Hoteliers must establish strong supplier relationships, build a culture of transparency, and clearly define their requirements. They should lead with technology and consider procurement outsourcing.