For the time being, site visits will take place interactively. Site visits as we are used to will return, but for now, virtual site visits are an option. Bear in mind the large the spend, the more you need to perform a site visit. We should use caution to ensure everyone's safety and avoid the trap of opting out of all site visits.
I would still be walking my team through the following steps, or something very similar.
Preparation
- First and foremost, you need to define the purpose of your visit and the relationship with the vendor.
- Determining the scope of the visit will help your site visit team avoid unnecessary distractions and ask the questions that matter.
Create a team
- Next, you need to create a core team that will visit the vendor's site.
- Your team must comprise professionals from every department that will be majorly impacted by your decision (to avail the vendor's service/buy a tool offered by the vendor).
- Make sure your team does not include more than five professionals.
Pre-visit preparation
- Identify the primary contact from the inspection site.
- Set a date and time of the visit after consulting your primary contact.
- Make sure they and their team will be available during the site visit.
- Make sure every team member blocks their calendar for the visit.
- Work with your primary contact and top management to set the agenda of the visit.
- Determine the time required for introduction, facility tour, evaluating the use of the solution in the setting, and Q & A session with end-users.
- Finalize the visit agenda with the site and send it to your top management for approval.
- Develop product demonstration scenarios.
- Outline the key product functions that your team members must check in the setting.
- Develop questions to be asked during the site visit.
- Send your requests to the site at least one week prior to the visit.
- Determine logistics requirements.
- Supply every team member with address and location details and maps.
- Determine the mode of transportation, the travel time, and set aside a sum for refreshments, beverages, snacks, and meals.
- Determine whether you need to sign a non-disclosure agreement before the visit.
- Provide final confirmation 24 hours before the visit.
Original Message:
Sent: 07-02-2020 03:59 PM
From: Michael Stillwagon
Subject: Vendor Site Visits during Covid 19
Does anyone have suggestions for completing site visits during the Covid 19 environment? Any alternative approaches being contemplated?