Tom is a trusted advisor on procurement and third-party management to organizations across the United States. Having worked with over 120 organizations over his 30-year career, he has a unique ability to bring creativity and discipline to finding solutions for even the most complex challenges his clients face.Even well-designed vendor management programs can start to lose steam. Employee turnover, fading interest, and inconsistent communications can leave the program stuck in maintenance mode.
It’s a common challenge — but a fixable one.
Below are five practical ways to breathe new life into your vendor management program — from re-engaging stakeholders to refreshing practices and improving visibility. These strategies are designed to help you reignite momentum and turn your program into a driver of real value.
1. Reconnect with Stakeholders
Stakeholders are the lifeblood of a vendor management program — you need their support and involvement for it to succeed. But over time, people disengage. Maybe they didn’t fully understand the program to begin with. Maybe they stopped seeing value. Or maybe they’re frustrated with the extra steps the program requires.
Whatever the reason, stakeholder disengagement is one of the most common — and most fixable — reasons programs stall.
How to breathe life back in:
- Host short refresh sessions with key groups to reintroduce the program and its benefits.
- Ask for honest feedback on what’s working, what’s not, and what would make the program more helpful.
- Identify known detractors or those consistently non-compliant, and involve them in shaping improvements — turning critics into collaborators.
- Ensure new employees who manage vendors are properly introduced to the program — so they understand expectations, processes, and where to find support.
- Share small wins or vendor success stories to rebuild confidence and interest.
2. Revisit Your Goals and KPIs
A vendor management program can lose steam when no one knows what success looks like. Sometimes goals were never clearly defined. Other times, they’re outdated or misaligned with today’s business priorities. Either way, when KPIs lack meaning, the program loses purpose.
Getting back on track starts with realigning your goals and refocusing your metrics around the outcomes that matter.
How to breathe life back in:
- Review your current goals and KPIs. Are they meaningful, measurable, and aligned with what the organization actually cares about today?
- Consider moving beyond compliance-based metrics (like number of vendors onboarded) to value-based ones (like risk reduction, cost savings, or cycle time improvements).
- Identify forms or manual processes that slow down tracking or reporting — and look for opportunities to automate them to improve accuracy and efficiency.
- Make sure you’re actually reporting on KPIs — many programs have metrics but no regular visibility. Build simple, consistent reporting that keeps stakeholders informed.
- Use this opportunity to reset expectations and reconnect stakeholders to the bigger picture.
3. Modernize Outdated Tools and Processes
Over time, vendor management processes can become outdated. Forms that once made sense no longer reflect today’s needs or how work is actually done. Systems are antiquated and have too many workarounds. What started as a thoughtful process now feels like a burden.
These outdated elements don’t just slow things down — they quietly erode engagement and effectiveness.
How to breathe life back in:
- Audit your current tools, templates, and workflows. What feels clunky, redundant, or no longer useful?
- Update forms to reflect today’s needs — and look for opportunities to automate them to save time and improve consistency.
- If you’re using an outdated system — or don’t have one at all — explore options for technology modernization. This could include a simple upgrade, light automation, or adopting a purpose-built vendor management platform to streamline your processes.
- Engage users in identifying what’s not working and invite their input into the refresh process.
4. Re-engage Executive Sponsors
Executive support isn’t just helpful at launch — it’s critical for long-term success. When leaders go quiet, the program loses visibility and influence. A disengaged sponsor can send the message that vendor management isn’t a priority.
Reactivating their support can give your program the momentum and credibility it needs to move forward.
How to breathe life back in:
- Schedule a check-in with your executive sponsor to share progress and challenges.
- Equip them with quick, high-level talking points they can use to reinforce the program’s value.
- Ask for their support in re-energizing the program — whether that’s making it part of a leadership meeting or backing a key improvement.
5. Get Visible with Communications
Many vendor management departments don’t communicate often enough. Without a clear communication strategy and plan, it’s easy for vendor management to fade into the background. Employees lose sight of its purpose, don’t see the value it creates, and stop engaging.
Communication is more than just sharing updates. It’s about keeping your program visible, relevant, and connected to the needs of the business.
How to breathe life back in:
- Launch or relaunch a basic communication plan — even a quarterly update is a good start.
- Share real outcomes: cost savings, performance improvements, risk mitigation, or process wins.
- Include practical tips, spotlight useful tools or templates, and promote upcoming training or events.
- Recognize stakeholders or departments that are engaging well — and show others what good looks like.
Final Thoughts
Even the best vendor management programs can lose momentum. That doesn’t mean the program is broken — it just means it’s time for a refresh.
With a few thoughtful adjustments, you can reinvigorate your program, re-engage your stakeholders, and get it delivering real value again. Small changes can make a big difference.
If you’re not sure where to start, contact us to learn how we can help.
2026 Vendor Management Program Trends
Successful vendor management programs are embracing AI and automation:
- GenAI Adoption: 94% of procurement teams use GenAI tools at least once weekly
- Role Transformation: AI transforming vendor management roles from transactional to strategic
- Automation: 50-80% of vendor management tasks now automatable
- Strategic Focus: Teams shifting from compliance to value creation
Frequently Asked Questions About Vendor Management Programs
How do you know if your vendor management program needs refreshing?
Warning signs include: low stakeholder engagement, manual processes dominating workflows, inconsistent vendor assessments, lack of executive visibility, poor vendor adoption, inability to scale with business growth, and reactive (not proactive) risk management. If you’re experiencing 3+ of these issues, it’s time to refresh your program.
What’s the biggest mistake in vendor management programs?
The biggest mistake is focusing solely on compliance rather than value creation. Successful programs balance risk management with strategic vendor relationships, use technology to automate routine tasks, engage stakeholders as partners (not gatekeepers), and demonstrate business value through metrics and outcomes. Compliance is necessary but not sufficient for program success.
How long does it take to refresh a vendor management program?
Program refreshes typically take 6-12 months depending on scope: Quick wins (process improvements, training) can be implemented in 1-3 months, technology implementations take 3-6 months, and cultural change and adoption require 6-12 months. Use a phased approach: start with quick wins to build momentum, then tackle larger initiatives. Continuous improvement should be ongoing after the initial refresh.
Related Resources
Learn more about vendor management best practices:
Last Updated: January 5, 2026
