By: Nessa Byrne, Senior Procurement Advisor – Legal & Support Services, Haldimand County
I am coming up on my 10-year anniversary in public procurement, which has sparked some self-reflection on my journey. My hope is to share a few insights and tips with procurement newbies to let them know we all share the same struggles.
Being new to procurement can feel incredibly overwhelming – before you know it, you’re knee-deep in complex policies, legal requirements, internal processes, and the intricacies of navigating legislation. Not to mention, the pressure of being entrusted to spend public funds responsibly and transparently. It’s no wonder you can feel dazed and confused!
But here’s the thing – there is hope! With a supportive team, a thirst for learning, and a bit of patience, procurement can begin to feel less daunting and more empowering, allowing you to make impactful decisions. Your role in the procurement process is essential to the success of a project, and there’s nothing more rewarding than helping a department or division make that possible.
So – to all the newbies, here are my top 10 tips to help you along the way:
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Repeat after me: there is no such thing as a dumb question
This is a well-known phrase for a reason! Every question is an opportunity to learn and to seek clarification and understanding. No one expects you to walk in the door and know everything immediately. Lean on your team to help fill in the gaps and expand your knowledge. Whether it’s as simple as “what the heck does that acronym mean?” (and FYI, we do love our acronyms); or more complex questions regarding how to handle a bid rejection or contract performance issues – your curiosity is one the best tools for learning. Don’t be afraid to use it!
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Learn the procurement lifecycle
Procurement is so much more than just “buying”. To truly appreciate the value procurement brings to your organization, it’s important to understand the procurement lifecycle and the role you play in each stage – from identifying needs all the way to disposal and asset management. Breaking down each stage independently can help make the process feel less overwhelming and more manageable.
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Use templates
Why start from scratch? Most organizations have templates for bid documents, notification letters, evaluations, contract amendments, supplier performance and so much more. Use them! Templates are used to help ensure compliance with applicable legislation and best practices. Templates give you a solid starting point. As you gain experience, you’ll learn how to tweak them to fit the specific goals and challenges of each project.
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Know the rules (and why they matter)
Public procurement is governed by legislation, internal policies, procedures, as well as best practices. These rules help uphold fairness, transparency, and accountability. Gaining a solid understanding of these rules early on will help you recognize what’s possible, what’s restricted, and where there’s room for flexibility. While creativity and innovation are often encouraged in procurement, they must be grounded in a clear understanding of the rules. Mastering the framework first, empowers you to think outside the box without stepping outside the boundaries.
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Stay organized
Procurement involves a lot of moving parts – deadlines, documents, approvals, and communications. On top of that, your workload is often at the mercy of other departments or divisions – my team’s go to phrase is “PIVOT!” (insert picture of Ross yelling “PIVOT!” – you know the one!).
We constantly have to shift our priorities depending on what lands in our inbox on any given day. Staying organized is critical. It reduces the risk of missing key steps or forgetting to circle back to something you had to put a pause on.
Take the time to find out what tools work best for you to help stayed organized, whether that’s through your calendar, to-do lists, or the good old trusty sticky note. Staying organized can mean the difference between feeling overwhelmed and staying in control.
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It’s the case of the missing clarity!
Procurement often feels like solving a mystery – whether it’s unclear scope of work, conflicting information, or simply lack of information. One way to solve the mystery is to put yourself in the bidder’s shoes when reviewing scope of work and ask yourself:
“Does this make sense?”
“Is it clear?”
“Is this what the end-user really meant?”
A quick meeting with project leads can often reveal missing clues and give you the context needed to make the document clearer and more effective for everyone involved. Case closed!
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Know when to escalate
It’s important to know that not every issue can or should be solved at your level. Whether it’s a legal concern, contravention of a policy or a supplier dispute – knowing when to loop in your manager is vital. Talk to your manager and outline clear expectations on when you should be looping them in. Escalating early can prevent bigger problems later!
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Trust your gut (and back it up)
As you begin to gain experience, you’ll start to develop instincts about what feels right or wrong in a procurement process. Trust those instincts. If something seems off, dig deeper. Whether it’s a vague scope of work, unrealistic timeline, or a questionable evaluation method – your intuition is often your first signal that something may need further attention. Just make sure to back it up with facts, policy, and best practices.
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Share your ideas
New perspectives bring energy, innovation, and progress – so speak up and share your ideas. In procurement, learning never stops, and that’s what keeps the work exciting and dynamic.
Don’t be afraid to suggest ideas that fall outside the usual process. Just because something has always been done a certain way doesn’t mean it has to stay that way. Some of the most effective improvements come from questioning the status quo.
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Celebrate the wins (even the small ones)
Procurement can be complex and sometimes thankless. Take the time to recognize when things go well, whether it’s a successful posting, a smooth evaluation, or positive feedback from another department or division. Celebrating small wins helps build confidence and keeps you motivated.
Remember, no one becomes an expert overnight. Procurement may be complex, but it’s also incredibly rewarding. If you’re feeling overwhelmed, know that you’re not alone. Keep asking questions, lean on your team, and stay curious – you’re building the foundation for a career that truly makes a difference. You’ve got this!