Mar 18, 2019

Contractor Management Software: What To Consider Before Buying

Whether you've been researching compliance tools for months or are just getting your toes wet, there are many things to consider before taking the plunge. There are plenty of options out there but each one has a different set of features, benefits and differentiators; so, which should you choose? Contractor Compliance. There, that was easy. Article over, have a great day.  

Just Kidding.

We have surveyed countless EHS professionals to collect feedback on what companies actually want from their vendor management process. Let's take a look at the most important factors to consider before making a decision on changing your contractor management software.


Let’s face it, cost matters. We’re always hearing EHS leaders being tasked with “doing more with less.” Often, the less represents shrinking resources and diminishing budgets. But contractor management processes require both, right? When considering costs, think about gaining efficiencies with your spend. Technology that automates manual tasks that would historically require a human element are great cost cutting measures. However, technology can often add work to your plate by adding new administrative tasks that need to now be fulfilled. Ask questions about how much involvement your software solution would not only cost financially, but the costs associated with implementing & managing the solution in the long run.


Choosing a compliance software means deciding which set of features will work best for your company. Every contractor management solution is different and they all excel in different areas. What features are must-haves for your business? Does the software easily and quickly collect, manage and requalify contractors? Will it send automatic alerts and help you improve your compliance levels? If there's an ice storm and you need tree removal specialists, it would be a huge value-add to be able to be able to search a database and find qualified companies in your area. These are all important features to consider when choosing a vendor/supplier management tool.


The time and resources required to implement the software is a massive consideration that most companies aren't fully aware of. What is your time & resource limit that can be allocated to launching this new initiative? Additionally, you’re likely looking for a new process because of a compelling event that’s driving this new initiative. Can your business afford to have implementation drag out or do you need a solution yesterday? Asking yourself these questions can help you narrow down your options to something you’re capable of rolling out.


We listen to and care about the contractors who use our platform. After all, they are as much of a participant in the overall experience as any other group. Have you considered the experience you’re creating for contractors and how that will have a ripple effect? What ripple effect you ask? Creating a poor experience for your contractors to submit their requirements is no different than a retail store or restaurant providing a poor level of customer service. Would you go back? Worse yet, would you tell your friends about the terrible experience you had? Contractors talk too you know. That’s why valuing the experience is so critical. Is it easy? Is it fast? More importantly, is it affordable for them? These factors need to be near the top of everyone’s priority list when selecting a system that is only as successful as the adoption and experience of its end users… the contractors.


Is there anything more frustrating than technology that won't do what you want it to? In the process of automating contractor management, you can’t afford snags that linger indefinitely. Contractors will also seek out assistance when they sign up and submit documents, especially if it’s a new process for them. If the system you choose doesn't have excellent support, there's going to increased friction in the process.


What other useful things should your new contractor management software do? The short answer is – exactly what you need, no more, no less. Looking for tools that are flexible enough to mirror your existing process is critical. Do you have internal documents that need to be approved? Maybe videos you need your end users to watch? How about a quiz that you need scored to validate that content was consumed? Many systems on the market will allow you to take your own process and put it on the cloud. Ask how flexible you can be to shape the requirements of your proposed solution.


Ever hear people say 1+ 1= 2? After chatting with EHS leaders we’re firm believers that 1+1 can equal 3! There are many tools at play within organizations like yours, often times with complementary feature sets. Consider your entire ecosystem when looking at a contractor management solution. Are there other tools in your toolkit that can plug into your new solution to make it better? Many organizations are focused on open APIs that allow for more value to be extracted from the tool itself.


Clearly, there’s a lot to think about when choosing a compliance software. At Contractor Compliance we get it. Our contractor management software reduces time spent managing contractor documents by 70%. We implement in two calls and will have you monitoring compliance levels in as little as two weeks. Talk to our compliance experts and book a 15-minute live demo of the product to see how we will put time back in your day and money back in your budget.

About the Author

Addison Moore
Director of Marketing at Contractor Compliance

Addison has spent the last four years learning from and participating in the Health & Safety community. He has travelled to numerous EHS conferences, trade shows and events with the intention of helping organizations with their contractor management programs. Addison is also responsible for curating the collection of white papers, case studies and eBooks that provide real world insights into the workforce safety space.

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