The Evolution Secret: Why Small Companies Need to Rethink Procurement

Here's the thing... After years in corporate procurement and building my own business, I've watched this scene play out countless times: A growing company decides they need "real procurement" and either hires their first procurement person or dumps it on their already-overwhelmed COO. Six months later? They're drowning in unused vendor contracts and abandoned procurement software.

Why? Because they're trying to bolt on procurement instead of building it into their foundation.

It's Not About Process (It's About Foundation)

Most small companies treat procurement like they're assembling furniture - grab some vendor templates, copy what big companies do, and hope it works. But after seeing both sides of this equation, I know something crucial: Procurement isn't about controlling spending - it's about creating systems that help people make better buying decisions.

Take a look at your company right now. Do you see:

• Random emails with vendor documentation scattered everywhere?
• Approval processes that change with each purchase?
• No clear view of who's buying what and why?
• Contracts living in various shared drives and email inboxes?

This resistance you're feeling? It's not about being disorganized - it's about your business asking for a better foundation.

The Real Cost of "We'll Handle Purchasing Later"

For sure, for sure... keeping things informal feels like "staying nimble." But let me show you what actually works: Start with fractional procurement support until you're ready for a full-time hire. This gives you expertise without the overhead.

Building Systems That Scale

Here's what most consultants won't tell you: You probably already have 80% of what you need for good procurement. The breakthrough moment isn't about adding more - it's about making what you have work better.

Start with your existing tools:

1. Your current accounting system for vendor management
2. Existing email for basic approvals
3. Simple shared drive for contract storage
4. Basic approval workflows

Remember: Quality requires friction, but the right kind. Don't bolt on complex systems. Build simple processes into what's already working.

Your Foundation-First Framework

Instead of copying big company procurement, here's your path forward:

1. Document Your Reality

• Map how purchases actually happen now
• List your existing vendor relationships
• Note what documentation you already collect

2. Fix What Actually Hurts

• Focus on expensive purchasing mistakes
• Start with basic vendor management
• Build simple approval hierarchies
• Create one contract home

3. Make It Last

• Create clear guidelines everyone can follow
• Train people on when they need procurement help
• Build visibility that creates accountability

The Real Secret to Procurement That Works

After years of watching businesses try to copy corporate procurement, I can tell you this: The most successful small companies don't have more procurement rules - they have better integrated ones. They build procurement that supports growth instead of hindering it.

Here's the breakthrough test I use: Could someone make an urgent purchase at midnight and know exactly what to do? If not, your procurement isn't built in - it's bolted on.

Your Path Forward

Before you hire that full-time procurement person or buy that expensive system, ask yourself:

• Are we building procurement into how we actually work?
• Will people actually follow these processes?
• Does this make buying easier or just more "official"?

Remember: Real change requires real commitment. The future of your company depends not on having more procurement rules, but on having the right ones, built into your foundation from the start.