Project Failure Files: Poor Vendor Coordination

In Episode 49 of the Project Failure Files weekly webcast, our focus was “Juggling Vendors Without Dropping the Ball,” in which Sharon and I discuss how coordinating multiple vendors during a project can easily spiral into confusion and missed deadlines if not managed thoughtfully. We explore the common mistakes that project managers make when handling vendors, contractors, consultants, and partners—especially when clear communication and accountability are lacking. We also compare vendor management to managing “a project within a project,” with its own timelines, risks, and expectations.

Sharon and I emphasize how easily misaligned expectations, missed dependencies, and a lack of structured communication can lead to cascading project delays and stakeholder frustration. The conversation includes real-world stories, both failures and wins, that highlight how poor communication or unclear escalation paths can derail even the most well-intentioned projects. By assigning vendor points of contact, standardizing updates, and mapping out responsibilities, project leads can regain control and build effective vendor relationships.

Best practices discussed include centralized documentation platforms, escalation frameworks tied to clear triggers, and shared project timelines with vendor milestones. We conclude with specific action steps for current vendor managers, new project leads, and anyone struggling with vendor-related issues—recommending proactive reviews of SLAs and a repeatable framework that covers communication, tracking, and accountability.

Enjoy the episode!

Be sure to tune in next Monday, May 26th at 9am Pacific for Episode 50 of our weekly series as Sharon and I discuss “Letting Conflicts Fester.“ Hope you can join us on LinkedIn or YouTube.