Strategies to Speed Up Submittals



1. Establish Clear Expectations and Deadlines

Communicate specific submittal deadlines to vendors in written contracts. Set realistic turnaround times based on industry standards and project scope. Implement a tracking system to monitor progress and identify delays.

2. Empower the Purchasing Department

Authorize the purchasing department to take action against vendors who consistently miss deadlines. Establish penalties or incentives for timely submittals. Provide training on negotiation techniques to improve vendor accountability.

3. Streamline the Submission Process

Create a dedicated portal or platform for vendor submittals. Use digital tools to automate the review and approval process. Provide clear instructions and templates to guide vendors.

4. Foster Vendor Collaboration

Establish a collaborative relationship with vendors. Provide open communication channels to discuss potential delays and find solutions. Encourage early engagement to initiate submittals before project delays occur.

5. Centralize Review and Approval

Assign a central team responsible for reviewing and approving submittals. Establish review criteria and timelines to ensure consistency and efficiency. Utilize technology to streamline the approval process and reduce bottlenecks.

6. Implement Escalation Procedures

Establish a process for escalating delays to management or legal teams if necessary. Monitor escalation patterns to identify systemic issues and find solutions.

7. Penalize Non-Compliance

Implement penalties or withhold payments for vendors who fail to meet submittal deadlines. Use a vendor performance evaluation system to track compliance and reward timely performance.

8. Educate Other Departments

Inform stakeholders, such as project managers and contractors, about the importance of timely submittals. Educate them on the consequences of late submissions and the impact on project efficiency.

9. Consider Vendor Partnerships

Partner with vendors who have a proven track record of timely submittals. Establish strategic relationships to ensure priority handling and expedited response times.

10. Continuous Improvement: Regularly review and refine the submittal process to identify areas for improvement.* Seek feedback from vendors and make adjustments based on their input. Flag for review