BARRIERS TO EFFECTIVE COLLABORATION SOLUTIONS/HOW DO WE OVERCOME THEM?

WHAT ARE THE BARRIERS TO EFFECTIVE COLLABORATION?

HOW DO WE OVERCOME THEM?

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Loss of Control / Remit

Lack of trust in Partners / Relationships

Domination by master players / Cherry picking

Communication,

Transparent agreed parameters,

Different Agendas

Timings (eg Contract Renewals, Strategic Priorities) Cultural / Political Differences

Share Strategic Agenda Short-term extensions

Solid Engagement. Relationship management Outlining Benefits

Local vs. Collaboration

Some local deals have delivered better VFM

Collaboration can disadvantage SME’s (sustainability agenda)

Work closer with supply chain

Lack of awareness of some frameworks Better communication from collaboration partners. In house training to gain awareness

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Organisational Politics, Culture, Control Ownership from the Top, Champions,

Plans, Training

Local Sourcing vs. Collaboration Divide into Lots Involve SME’s early Engaging Market

Lack of Adherence to SLA’s Training, Regular Communication/Awareness Positively promote

Incentivise / Penalise

No real Commercial Management Trust, Open Communication

Build closer relationships Audits

Formulate SLA’s / KPI’s Regular Meetings

Not true collaboration, Piggy Backing, No clear specification Upfront commitment, Clear planning Culture change, Central Contract

No Regional Communication across all Public Sector bodies

Set-up Forums on key-commodities

Timescales Planning, Communication

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Identifying need Identifying arrangements to collaborate on

Political Barrier Working together

Systems and Timescales Preparation

Commitment and Culture Values / Self Preservation

Get Buy-In from other parties

Failure to take responsibility Negotiations - get involvement of all parties

Regulatory Framework Knowledge of other organisations

Need lawyer early on and good documents

Staff Issues Protocols at an early stage

Communication Effective communication early on including all parties

Spreading the risk Need to identify and share the risk

Conflicting Priorities Compromise and Negotiate

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Effective change management Communication

Shared vision

Understanding of Organisation boundaries Empower people

Organisational Time

Constitutions

Lack of understanding of each other Duplication

Political

Shared processes Realistic targets

The right ‘Partnership’ to match priorities, with appropriate lead

Speed of change Change in focus Legal

Political Collaboration on longer term plans/priorities

Review Statutory functions, Local and National

Financial

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Job security, self interest, fear of change Recognising concerns, Other opportunities in Procurement Good communications

Where do we start? Should we have 1 Hub e.g WMIE

Can’t agree the specification Accept to compromise. Start early

Avoids the Local / SME agenda Break into ‘Lots’, Know your market

Knowing collaboration is not always right for us

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

POLITICAL

Priorities

Bad experiences (ICT)

Networking eg: Today Political and Chief Officer Championing collaboration

Publicising successful collaboration

‘Want it my own way’ mentality Compromise and agreement Focus on outcome

See bigger picture

Structural

Mavericks Different specs

Lack of joined up thinking Conflicting priorities

Strong governance Incentivise

Ensure messages retain a common theme

Local Issues

Danger of excluding SME’s Green issues – Delivery miles

Use Lots

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Identifying the areas and what we all do Early identification of the need

Knowing what you actually want (including in the long term) Early identification of the roles

Joint agreement of operation Embracing at senior level

How the Framework is constructed Establish regular meeting, Better communication

Larger suppliers are not necessarily the best VFM (local suppliers)

Identify spend priorities and key common areas up front

Who is going to lead it – Resource Streamline – Co-ordinate

Use of Frameworks and including spend up front Contract dates (duration)

Resistance at higher levels

Larger companies are more geared up to complete PQQ’s

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Poor communication

Knowing which authorities are interested in collaborating

Use of Procurement hub – IEWM General email address

Contract cycle – Contracts expiring at different times

Different ways of working – Internal regs and procedures

Self preservation – Fear of loss of profit Forward thinking officers will be retained

Aggregate value may mean full EU tender procedure will be required – may increase timetable and complexity

Working in silos, leading to overlapping requirements. Need to breakdown barriers

Small suppliers may be unable to service large contracts

Hidden agendas Openness and honesty Strategic directions

Data Sharing Confidentiality agreements Security systems

Data sharing protocols

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Belief that collaboration does not meet small party requirements

Larger party sacrifices its own requirements Understand requirements up front

Track history of previous collaboration has failed

Managers / Stakeholders - Barriers Sell the outcome / What savings are there?

Is there enough Procurement resource? We want access for free

Larger partner takes the high ground when dealing with the smaller partner. Some public bodies refuse to participate – maybe they feel they can do it better

Few National bodies for Procurement

Agreement on specifications is difficult. Tendency from some people to over-specify

EU (OJEU) Barriers

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Knowledge / Information

What is the offer? Senior Buy-in

Culture – Enforce Publicise the offer

Level of Engagement

Varied specification

Wider category

Control / Ownership

Scale vs SME / Local

BARRIERS TO EFFECTIVE COLLABORATION

SOLUTIONS/HOW DO WE OVERCOME THEM?

Timescales – Alignment with other Authorities Elected members and Stakeholders to have early involvement in the process

Fear of lack of control Focus on the core requirements

Lack of trust Identify benefits

‘What we have always done’ – fear of change Phased approach – Cant afford to sit back

Not priority for others Spend analysis

Contract end dates – right timing Engagement with Suppliers

Conflict Communication

Lack of data Joint Protocol of Staffordshire

EU Regs Better deals locally than nationally within NHS

Terms and Conditions Better flexibility of Legal Agreements

Needs of Service Users Change of Culture