Improving Supplier Relationship Management with Shared Inboxes in Manufacturing

Posted In | CRM | Help Desk | Omnichannel Shared Inbox | Manufacturing Companies

In today's globalized and interconnected world, the manufacturing industry relies heavily on the quality and efficiency of its supply chain. The success of a manufacturing organization largely depends on the strength of its relationships with suppliers. However, communication with suppliers can often be challenging, disjointed, and inefficient, especially when dealing with multiple suppliers across various locations. Fortunately, the advent of shared inboxes offers a practical solution to these challenges. Shared inboxes can streamline communication, foster collaboration, and ultimately improve supplier relationship management (SRM).

 

What is a Shared Inbox?

A shared inbox is a tool that allows multiple people to manage and respond to incoming emails from one centralized location. Unlike traditional inboxes, shared inboxes don't belong to a specific individual but rather a group or a department. It's akin to having a collaborative email system that offers transparency and ensures that no message goes unanswered.

 

Shared Inboxes and Supplier Relationship Management

 

1. Centralized Communication:

Shared inboxes can centralize communication with suppliers by serving as a single point of contact. This eliminates the problem of lost emails or miscommunication, as all correspondence can be viewed, monitored, and managed from one place. It also provides a chronological history of conversations, making it easier to track orders, delivery dates, contract changes, and other critical information.

 

2. Improved Responsiveness:

Shared inboxes ensure that there's always someone available to respond to supplier inquiries or issues promptly. As every team member has access to the shared inbox, the responsibility doesn't rest on one individual. This leads to quicker response times, which can strengthen relationships with suppliers and increase their trust and confidence in your organization.

 

3. Better Collaboration:

Shared inboxes enhance collaboration within your team. For instance, employees can leave internal notes for their colleagues within email threads or assign specific emails to appropriate team members. This feature enables the team to handle supplier-related issues more efficiently and effectively, promoting a more collaborative and coordinated approach to problem-solving.

 

4. Increased Accountability:

A shared inbox promotes accountability as it's easy to see who has dealt with a particular supplier's email and the actions taken. This level of transparency reduces the risk of errors and oversight and ensures that all supplier-related issues are properly handled.

 

5. Effective Documentation:

With a shared inbox, all communications with suppliers are stored and archived in one place, making it easy to retrieve specific emails when required. This effective documentation can prove beneficial during audits or when resolving disputes.

Implementing Shared Inboxes

Implementing shared inboxes for supplier relationship management requires careful planning and execution. Here are some steps to guide you:

 

1. Identify your needs: Determine what you want to achieve with a shared inbox. This could include faster response times, better collaboration, or increased transparency.
    

2. Choose the right tool: There are various shared inbox tools available in the market, each with its unique features. Choose a tool that best suits your needs and integrates well with your existing systems.
    

3. Train your team: Ensure that your team understands how to use the shared inbox tool effectively. Provide adequate training and resources to help them adapt to the new system.
    

4. Establish guidelines: Create guidelines on how to use the shared inbox, such as when to use internal notes, how to assign emails, and the expected response time.
    

5. Monitor and adjust: Continually monitor the effectiveness of the shared inbox and make necessary adjustments to ensure it's meeting your objectives.

 

In the fast-paced world of manufacturing, effective supplier relationship management is crucial. Shared inboxes can provide a viable solution to many communication challenges by offering a platform for centralized, transparent, and efficient communication. By adopting shared inboxes, manufacturing firms can streamline their supplier communication, enhance collaboration, increase accountability, and ultimately strengthen their supplier relationships.