Managing procurement processes can be difficult at the best of times. However, it can become even more daunting when dealing with complex procurement projects, which quite often have a high level of uncertainty or risk.
In this blog, we’re going to take a look at top tips for managing complicated projects, including the importance of knowing a project inside out, communicating clearly with both internal and external stakeholders, and using existing construction framework models to simplify the process as much as possible.
We’re also going to discuss how technology can become your best friend, and we’ll also explain how Procurement Hub can help your organisation in managing complex projects.
Jump to:
● Why knowledge is key in complex procurement
● Prioritising communication and engagement
● The importance of framework agreements
● Take advantage of technology
● How we can support your complex projects
What is a complex project?
Whilst there’s no one size fits all definition, complex projects are generally ones in which the procurement requirements aren’t straightforward, often due to technical, financial, legal or operational reasons. The projects usually run over a long period of time, involving multiple organisations, and require bespoke or negotiated solutions to achieve the end result.
A prime example of a complex project may be a local authority regenerating a large, ageing housing estate. This will involve multiple work streams - including design, construction and temporary housing, extensive consultation and support with residents, and a fine balance between cost, quality and social impact. In this scenario it wouldn’t usually be appropriate to utilise a simplified procurement process, and would therefore need a bespoke or highly flexible framework to make it happen.
Why knowledge is key in complex procurement
There’s no such thing as too much knowledge, especially in complex projects needing specific procurement processes. It’s essential that everyone involved understands the scope and objectives of the project from the very beginning.
Before your project gets underway, consider holding a discovery session with all organisations involved, to gather wider insights. This is especially useful for aligning procurement goals with operational teams. It’s also important to ensure the original brief clearly explains:
● The project’s purpose and desired outcomes
● Constraints to the project, such as budget, time and regulatory issues
● Key internal and external stakeholders
This initial work helps to flag potential risks early and sets the tone for informed, structured decision making. It’s also the ideal time to clarify roles and responsibilities, especially as the supply chain within complex procurement projects tends to have multiple layers.
Prioritising communication and engagement.
In complex projects, communication isn’t just helpful - it’s essential. The more complex the project the likely it is that misunderstandings, delays, or friction will arise without clear lines of communication.
Part of that is engaging other stakeholders early, ensuring they’re kept up to date regularly. For example, if you’re procuring services for a supported housing scheme, involving care staff and residents in discussions keeps them informed about any important developments in the scheme; but it can actually give you a wider opportunity to draw on real world ideas for your project. This type of engagement makes sure that procurement decisions are credible, based on need and are defensible, especially as these types of projects tend to attract more scrutiny.
The importance of framework agreements
When dealing with complex procurement challenges, starting from scratch can feel overwhelming, and even more so when timescales are tight or in-house resources are stretched. That’s where a framework agreement becomes invaluable to keep your project running smoothly.
This pre-approved, legally compliance procurement route allows organisations to access a range of trusted suppliers without having to run a full, standalone tender process. For complex projects, frameworks provide a structured yet flexible way to secure the expertise and services your organisation needs, whilst significantly reducing risk and burden. Not only does a framework help you save time and risk, they also support scalability, meaning as your project expands and evolves, the framework can accommodate those complexities.
Here at Procurement Hub, we offer Major Projects Framework 2 (MPF2), which is designed specifically to support the delivery of complex construction projects across the UK.
Take advantage of technology
When managing complex procurement projects, technology should be your best friend. With multiple moving parts, relying on spreadsheets and email trails can quickly become unmanageable. This is where technology, such as procurement focussed digital tools, can put you at a real advantage.
Modern platforms offer more than just admin support. They can automate routine processes, improve transparency, and enable real time decision making. From eTendering systems to supplier performance dashboards, digital tools help ensure that you stay on top of compliance.
Digital tools can help you
● Track tender submissions and evaluation scoring
● Automate communications and audit trails
● Monitor supplier performance in real time
● Centralise documentation for ease
● Use analytics to spot trends and flag anomalies across your supply chain
How we can support your complex projects
At Procurement Hub, we understand that complex procurement can feel overwhelming. But it doesn’t have to be. Our expertise lies in providing flexible, legally compliant frameworks and tailored support that simplifies even the most demanding and complex processes.
We understand that procurement is more than just ticking boxes, and can provide you with end-to-end support, as well as access to vetted, high quality suppliers through our flexible existing procurement solutions.
Contact us today to discuss how we can help your organisation.