ePLATFORMS

My current job and use of different digital tools. What tools do I use?

I work as a purchaser in an international company.

We use the below digital tools in procurement:

• Supplier Relationship Management (SRM) Systems: SRM systems focus on managing relationships with suppliers. They help assess supplier performance, track key metrics, and foster collaboration for mutual benefits.
• Purchase Order (PO) Software: This software automates the creation and tracking of purchase orders, helping to eliminate manual errors and improve the speed of the procurement process.
• Analytics and Business Intelligence Tools: Data analytics tools help organizations derive insights from procurement data, enabling informed decision-making, identifying cost-saving opportunities, and monitoring key performance indicators.

Skype:

Skype, now known as Microsoft Teams, is a communication and collaboration platform that can be effectively utilized by purchasers in their daily work. Here are some ways Skype or Microsoft Teams can be integrated into the daily workflow of a purchaser:

First of all, skype can be used for communication with suppliers. It can be used for instant messaging – for quick and informal communication with suppliers. This can be useful for asking questions, clarifying details, or providing updates. And it can be used for audio and video calls with suppliers – for discussions, negotiations, or relationship-building with suppliers. This can be particularly valuable when dealing with international suppliers.

Secondly, Skype can be utilized for internal team collaboration. Purchasing department can create team channels for specific projects or teams within Skype. It would facilitate collaboration, file sharing, and discussion. Besides, Skype can be used for meetings with internal teams to discuss procurement strategies, project updates, and other relevant topics.

Thirdly, skype can be used for sharing documents, This would ensure that all relevant parties have access to the latest versions and reduces the need for email attachments.

Moreover, Skype might be utilized for remote work collaboration among team members who may be working from different locations.

Besides, Skype can be utilized to see  status updates to indicate availability, so that colleagues and suppliers would know when a person is reachable.

And finally, Skype can be used for training and webinars.

LinkedIn

Firstly,  purchasers can use LinkedIn to research and evaluate potential suppliers by examining their LinkedIn profiles. This can provide insights into their company culture, expertise, and the professional backgrounds of key personnel.

Secondly, LinkedIn can be used for networking to connect with industry peers. A purchaser can connect with other professionals in the procurement and supply chain industries to expand the network. 

LinkedIn can also be used for market intelligence: procurement specialists can follow industry influencers to stay updated on market trends, emerging technologies, and industry news.

Furthermore, LinkedIn can be used for supplier relationship management. A purchaser could connect with key suppliers and stay updated on their company news, product launches, and industry updates. This can enhance your understanding of their business and strengthen your relationship.

Additionally, LinkedIn can be used for professional development. Purchasers can engage in discussions and comment on relevant posts to share insights and learn from others in the procurement community.

WhatsApp

WhatsApp can be used by purchasers for supplier communication: for quick queries, updates, or clarifications with suppliers. This can be especially useful for urgent matters that require immediate attention.

It can also be used for team collaboration. Purchasing team can create WhatsApp groups for specific procurement projects or teams. It allows for quick and efficient communication within the team. 

What’s more, WhatsApp can be definitely utilized in procurement in urgent issues or emergencies. It is a quick way to reach out to suppliers or team members for immediate resolution.

In addition, WhatsApp can be used to coordinate attendance at industry events, conferences, or trade shows. It can be utilized to share updates and insights from these events with the purchasing  team.

YouTube

YouTube can be utilized by purchasers for educational content. They can subscribe to channels that provide insights into the procurement and supply chain industry. Many organizations and experts share valuable information, trends, and best practices through video content.

Additionally, YouTube can be used for conferences and event coverage. In case the purchaser was unable to attend industry conferences or events physically, he/she would be able to look for YouTube channels that provide coverage and highlights. 

Besides, sometimes purchasers might be able to find suppliers’ company presentations on YouTube. This content can be valuable when evaluating potential suppliers.

TikTok

TikTok can be used for creating short educational videos on procurement tips, industry trends, or quick insights. 

Moreover, TikTok can be utilized for team building. Companies could give a glimpse into the culture of the procurement team or company. For example, they can create short videos that showcase team-building activities, celebrations, or a day in the life of a purchaser.

Besides, it can be used for sharing brief product reviews or demonstrations. 

What’s more, TikTok can be utilized for humorous takes on procurement. Procurement team could inject humor into their TikTok content by creating lighthearted videos about common procurement challenges or scenarios. 

Positive and negative sides of using social media for work

Positive sides of using social media for work are described above. As for the negative sides, they include the following aspects: distraction from main responsibilities, lack of control, limited formality and possible reputation damage (in case of unprofessional behavior on social media).

Which tools do I choose?

I choose LinkedIn for connections, because it’s a professional network. I also use WhatsApp for quick messages with colleagues related to team building. Besides, I utilize Teams for daily communication with colleagues in different departments of our company and for supplier meetings. And I use instagram to stay up-to-date with the latest news in our company.

 What are the elements of successful use of digital application? 

Firstly, companies should have clear objectives for using the digital application. Digital applications should support existing business processes. They should also be user-friendly. Besides, companies should provide adequate training and onboarding for users. A well-planned training program helps users understand the functionalities of the application and maximizes its use. By considering these elements, organizations can enhance the successful use of digital applications, leading to improved effectiveness in their daily operations.