Ever sat through a vendor discovery call where the sales team seems to promise the world, but no one is talking about the technical questions? Or maybe you’ve felt that moment when a vendor seems to have ghosted you after the sales process is completed?

If you’ve experienced the frustration of mismatched partnerships or project setbacks, you’re not alone. Vendor management and selection matter just as much as having your functional needs met.

Let’s get a look at the partnership mindset and the signs that you’ve (hopefully) found a vendor partner, not just a supplier. Here’s a brief summary of some of the things we look for when supporting clients through the vendor selection process, all with a focus on saving you time and avoiding common pitfalls.

Vendor Selection Matters More Than You Think

Most project failures aren’t solely about the technology-they’re about relationships and expectations that fall short. PMI findings on vendor management as a critical failure factor highlight that poorly managed vendor relationships directly cause project failures, with one analysis showing that 61.5% of large-company projects were “challenged” (significantly delayed/over budget) due to issues including weak contracts and misalignment.

Strong vendor communication and clear stakeholder alignment can drastically improve the chances of a smooth outcome. In many cases, the success of an enterprise software implementation hinges not just on the software, but also on how effectively teams manage vendor relationships.

The Practical Guide: What to Look for in a Vendor Partner

Vendor selection criteria aren’t just about ticking boxes. It’s about finding someone who understands your business, brings technical depth, and is honest-even if it’s not in their immediate interest. Here’s what I look for when supporting clients through vendor evaluation and onboarding.

1. Do They Understand Your Business Process?

Anyone can demo software. Few can explain your business back to you in their own words. The best vendors don’t just answer your functional needs-they add value by suggesting improvements and flagging potential “gotchas.”

For example, when helping a client evaluate workflow systems, the standout vendor was the one who offered insights into process improvements and warned us about hidden pitfalls. That’s the kind of vendor partner who protects your business, not just their bottom line.

2. What’s the Infrastructure Approach?

Do they have options for their clients? Gartner reports in the “2025 CIO Agenda” that 17% of Enterprise Architecture teams teach stakeholders to think like architects. This is relatively small-less than 1 in 5-but this type of thinking is also cited as a competitive advantage when delivering digital change.

Cloud vs. on-premise used to be a guiding question in the selection process, and for a while, it seemed like everyone wanted to be in the cloud, outsourcing the cost of hosting to data centres.

For some, data control or the cost of ongoing subscriptions makes on-premise a consideration. Ask vendors how they handle scaling, data access, and pivots. If they can’t answer confidently, that’s a red flag from a vendor risk management perspective.

3. How Do They Define Local Support?

Especially for those of us in “awkward” time zones (hello, Australia!), local support is about more than hours-it’s also about cultural understanding.

Look for other customers in your region to share their experiences and test the vendor’s knowledge of your local compliance and regulatory environment during demos.

There’s a home-ground advantage to being the local supplier. That doesn’t mean you shouldn’t broaden the search, but if your list of needs has any compliance reporting, make sure the supplier knows what these are-especially for regulated enterprise software implementation environments.

Vendor Green Flags: Signs You’ve Found a True Partner

Before you sign anything, here are a few positive signals to look for:

1. They bring a solution architect or technical lead to an early meeting. This shows they’re serious about understanding your technical needs and how their solution fits with your existing systems. If it’s only salespeople that you get to talk to, be wary.

2. They’re honest about fit. The best vendors will tell you if you’re not ready or if they’re not the right fit. Ask vendors, “In what scenario would you advise a client not to proceed?” The right digital transformation partner will have a clear answer.

3. They take ownership. A true partner owns outcomes and adapts when things go off track.

4. For instance, I’ve seen vendors admit they needed more time in discovery, leading to a better solution and a stronger relationship.

5. It’s also a sign of the importance of effective leadership in project management when both sides adjust course together.

The Vendor Selection Checklist: Leonie’s Tips

Here are some of the things you can do to set yourself up to find a good fit:

1. Ask who will be in the room for your meetings. If there’s no technical expertise, ask if they can join (make sure you have your own technical expert join an early call too).

2. Test their business understanding. Get them to explain your process back to you-bonus points for those who bring additional insights and industry knowledge.

3. Probe on infrastructure, architecture, and data. How will they support you if you need to scale or pivot? Where is the data housed, and how does this tool connect to your existing systems?

4. Quiz them on local knowledge. If they are not based in your region, confirm their market knowledge. Don’t assume they know what the regulations are.

5. Ask about scenarios where they’d walk away. Honesty now saves pain later (for BOTH of you).

6. Clarify ownership and accountability. Who’s responsible for what, and how do they handle issues once you get into the guts of it?

Each of these tips helps shift the relationship from “supplier” to “partner”-and that’s where real project momentum begins.

If you’re comparing multiple options, using a structured vendor comparison matrix will help you map out each offering side-by-side, especially when making critical vendor comparison decisions.

Once you’ve established who the front runners are, ensure that the contract sets out clear expectations and creates skin in the game for all parties. You want your vendors on the hook to deliver, not just give lip service.

This is also where a well-structured vendor management system or checklist comes in handy, particularly during vendor onboarding.

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