Having a P2P system in place can be highly rewarding for almost any small to medium size business. However, when making the change to a paperless environment and implementing a P2P system, you will sometimes find that there are hold outs. It’s natural. There are always people that fear change. Maybe it is one person or maybe you have an entire department dragging their feet. Unless every department and every staff in a company are on board adhering to the implementation of a P2P system there can be problems in the process of streamlining the entire procurement and purchasing cycle.
It is unquestionably essential to have the whole team on board with P2P. In order to do so, it may take some additional time training. It may take one-on-one meetings. Even though the decision has been made, it may take some extra work in reselling the entire team and getting them to buy into the new process.
A major reason to have every department and every staff using the P2P system is to minimize risk and ensure compliance. When a P2P system is put in place, a company ideally would have certain policies framed to adhere to the new practices. It is unlikely for a company to have a P2P system as well as conventional modes of procurement and purchasing. Non adherence to the new policies and practices can disrupt the whole process. If two departments abide by the new practices and one department does not then a company would inevitably face issues conducting the procurement and purchasing cycle. Consequentially, there is an increased risk of consuming more time, inviting unnecessary expenses and at the end costing the company in terms of time, money and also man hours. If people understand the problems that can occur, they may be more willing to work within the new system.
Another option is to show how the new P2P system enables a company to be efficient with its procurement and purchasing. It is not just about placing the orders quickly but also being in sync with all the latest updates from the vendors, the best prices and also the approved variety of items that the company can procure or purchase. A certain department staying out of the P2P loop would be unable to access all such latest amendments and that is not in the best interest of the company or that department. For instance, if a vendor has updated the set of prices of some new equipments and the P2P is fed with that information, going by the conventional mode of purchasing and procurement may lead the department to make wrong choices of items and also dated pricing. Hence, it becomes mandatory for any business to have all and sundry in the company to adapt to a P2P system. If the person or department sees how it can benefit them, then they may also be more willing to participate.
It may take some time and extra work, but having the entire team on board will make the process work smoothly and efficiently.
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