After an extensive procurement process, you’ve got the deal you wanted and selected a company who’ll be your facilities services partner for the foreseeable future. Great work!
You’re not quite done though. Transitioning from your existing service provider to the new one requires a little more work before you can reap the benefits of your new deal. Transitions can be a period of uncertainty and represent one of the biggest periods of risk for your entire contract.
To ensure that the new contract will meet your expectations and that all stakeholder concerns are addressed, pay close attention to these key transition steps:
Ensure Your Vendor Aligns with Your Facility Operations Expectations
Any conflicts between you and your new facilities services provider can be avoided by ensuring that both parties are aligned about your goals from the beginning of the relationship. Start by holding a kickoff meeting to review, as well as to establish the timeline and identify key tasks. The draft transition plan, provided in the proposal, should be refined and adapted to reflect your specific conditions and needs. Regular meetings should continue throughout the transition to not only monitor progress, but also share concerns and adapt to changing conditions.
Finalize Contract Negotiations
Your new partner cannot provide facilities services until they have an executed contract. The lack of a contract can even prevent many basic transition activities, such as hiring employees, purchasing supplies, and negotiating subcontracts, from occurring. Working with your new provider to get a contract signed will allow both organizations to work towards your shared goal: elevating the quality of your facilities services.
Provide Clear Staff Communications
The employees providing the facilities services will help determine the success of any partnership. The transition process can be particularly stressful for them, with potential changes related to pay, benefits, seniority, work plans, and performance assessment. They need time to adjust and prepare for their future. If employees see themselves as part of the process, they will come on board faster and help elevate the performance of your facilities. You should provide clear, early and formal communication to the staff about your new service provider, which will then give your service partner time to introduce themselves and reassure the employees.
Continuously Monitor the Outgoing Provider
You have likely had a vendor who has provided these services and will continue to provide them until you have successfully transitioned to your new partner. You must be respectful of this history, as well as your contractual requirements, following the termination clauses in the contract (typically 30 or 60 days) and notifying them of termination only after executing the contract with your new provider. Even then, you must monitor their performance and ensure that your existing provider continues to provide the required services in the interim.
Transform Your Facilities Services for the Better
A successful first day is a good start to the relationship; however, it’s only a start. Don’t rest on your laurels or you will not obtain your desired outcomes from the initiative. Many activities still need completion before the operation reaches a steady state. Modifications and improvements are inevitable and should be communicated to all affected parties. Once the steady state has arrived, you should challenge your service providers to continue to innovate and improve service quality.
With 90 years of experience in the industry, we have been trusted by many to provide a seamless facility provider transition and continue to offer stellar care and customized solutions to meet individual needs. Speak with an Able operations and engineering expert to learn more!