Some buyers seem overworked while others seem to have plenty of time to handle the same number of duties and work volume. Work habits usually have something to do with the difference.

The overworked buyer spends more time on the telephone with suppliers. Overworked buyers make more telephone calls and send more email messages. The more efficient buyer keeps telephone calls shorter and email messages briefer.

Written messages are clearly written and in sufficient detail to avoid or to minimize the number of repeat messages required. When something is left out, a new message or telephone call must be handled to provide the additional needed information.

Inefficient buyers fail to file correspondence and documents so they can easily be retrieved when needed. Some buyers scan documents and store them in a computer with cross references by subject and date. This makes it easy and quick to locate information when needed.

Efficient buyers take the time to instruct requisitioners on how to properly prepare their requests for materials and services. This eliminates or at least minimizes the wasted time of constantly going to the requester for clarification and more information.

Efficient buyers are prepared to ask a number of key questions while interviewing a potential supplier. A handy written list is a useful guide and reminder of what needs to be covered during the interview.

Successful buyers delegate clerical functions wherever possible. They ask their requesters to supply complete information on what they want and what is not acceptable. Supplier should be required to provide documents and details of the purchase and to keep the buyer informed about problems that may develop in order to avoid continual follow-up. Open order reports, schedules, inventory status, or other important information should be routinely supplied.

To avoid misunderstandings and time consuming problems later, the best buyers spend more time carefully reading and analyzing proposals. They devote more time preparing agreements to eliminate misunderstandings and assure receipt of the material checking proposals.