Purchasing Processes (3/18)

This was another Friday spent setting up for events. However, the biggest learning experience I had came from a few conversations with my manager and other leaders from different, but similar departments. I learned that the biggest issue the Operations team has is a lack of a clear process for purchases. Each area of Operations seems to have a different understanding of the purchasing process. On the ground level, the Maintenance and Operations managers want to be able to make low-cost purchasing decisions without prior approval, especially when they are recurring expenses. The current literature states that any purchases under a certain dollar amount may be made without the approval of the COO, but in practice, this is not always the case. According to several stories from various departments, there have been instances in which purchases under the dollar amount have been made, only for the COO to address the situation as if it was an incorrect procedure. The result has been an environment of uncertainty.

(Photo credit: cleveland.com)

What this has taught me is the importance of not just creating procedural literature, but ensuring that each member of the organization is aware of the procedure and willing to follow it. The best way to avoid miscommunication is to make the procedural language clear and address any questions early, then follow through with what the language presents. The fix for this problem currently seems to be planning yet another meeting to discuss the purchasing process and come to a clear understanding for everyone involved. It makes sense to me that employees should be trusted to make wise purchasing decisions, especially when they are at a low dollar amount.