No matter the industry, customers have countless vendors willing to take the job. So how does a procurement specialist narrow down the list of potential vendors? One of the most proven strategies for vendor research is the site visit.
In the matter of media migration, organizations have to be comfortable sending priceless assets to a vendor for digitization. This requires a strong, trusting relationship between the client (you) and vendor. One way to build that faith is through an effective site visit.
Whether through a quote or through a full-fledged RFP (request for proposal), the information provided by the vendor is typically boilerplate and one-dimensional. Merchant statements typically mention secured storage environments, climate controlled environments and the ability to meet specific deadlines. Doing due diligence by touring the facility gives you the ability to determine if the vendor can actually meet your expectations.
After all, these assets are essentially the client’s children… would you send your child to a daycare that you’ve never visited?
Touring the facility of the potential vendor allows you to get a firsthand, behind-the-scenes take on how the business operates. It also serves as an effective complement to the written proposal. Your areas of focus during the visit will vary depending on your service needs but there are a few main points (and questions of concern) to note when touring a facility.
Despite the countless benefits of a site visit, time and cost are usually the main deterrents from making the trip. However, the time needed to take the tour pales in comparison to the amount of time lost later in the planning process due to issues that could have been addressed and resolved during the site visit. If the project is a large purchase and involves priceless assets, the costs are justified. All things considered, it just makes good business sense.