I agree with those who have previously said to tread lightly when creating policy to dictate the relationships with vendors, but you can certainly create your own personal policy on how, when and where to meet with vendors.  I am relatively new to my position and have had to rely repeatedly on the account knowledge as well as product knowledge that our reps have. The good ones are as much about service as they are about sales. The other thing to keep in mind is that reps frequently come and go, sometimes with no notice, and you have to build that relationship again.  Taking time to meet with a new rep may reap benefits later.

 

LeAnne Rumler

Technical Services Librarian, Serials

Mossey Library

Hillsdale College

517-607-2405

lrumler@hillsdale.edu

 

From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Steve Oberg
Sent: Wednesday, June 17, 2015 2:30 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: Re: [SERIALST] Library communication with vendors

 

I kind of agree with Sarah Tusa about caution here in terms of a policy, but I think I can sympathize with or understand the situation that leads to the discussion.

 

This situation of library/vendor relations is certainly a two-way street and so as far as I am able in my local situation, I try to keep that uppermost in mind so that interactions are productive for both sides. It is a relationship. I will admit to struggling at times to promptly respond to phone calls and emails from vendor colleagues, but my intent is never to ignore or disrespect them in some way. I think that happens sometimes in libraryland.

 

Where I draw a line is when vendor representatives just show up at my library to talk with me unannounced, or call up a day ahead of time to try to arrange a visit because they happen to be in the area, especially if it is a vendor with whom we do not already do business. I understand the motivation but this is just not productive for either side as far as I am concerned. I think face-to-face meetings at my library are valuable but not always necessary. In addition, almost never is there a meeting to be arranged with a vendor for a local visit where I am the only one who should be present, so it’s about coordinating multiple schedules. I do try to talk with vendors when I attend a library conference where they are exhibiting, but in the main I prefer emails and phone calls, and I find that works quite well for 99% of the transactions between us.

 

In sum, my suggestion is to work this out individually with the vendor representatives you do business with, to communicate what your preferences are, and to build that relationship over time.

 

Steve

 

Assistant Professor of Library Science

Electronic Resources and Serials

Wheaton College (IL)

+1 (630) 752-5852

 

 

From: Serials in Libraries Discussion Forum on behalf of Julianne Newberry
Reply-To: Serials in Libraries Discussion Forum
Date: Wednesday, June 17, 2015 at 1:09 PM
To: "SERIALST@LISTSERV.NASIG.ORG"
Subject: Re: [SERIALST] Library communication with vendors

 

We’ve consolidated things as much as possible, so there aren’t too many vendors that I have to deal with.  For most of them, email is perfectly fine with both of us.  It can be handled at any time and leaves an easily accessible communication trail should it need to be reviewed.  If we get unsolicited calls (like from vendors who want to promote goods/services to us) we decline any and all previews (too much hassle) and ask that they send us an email with the info they want to share.

 

Julianne Newberry, MLS

Technical Services Assistant

Office: (913) 971-3563

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MidAmerica Nazarene University

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Olathe, KS 66062

www.mnu.edu

 

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From: Serials in Libraries Discussion Forum [mailto:SERIALST@LISTSERV.NASIG.ORG] On Behalf Of Rossmann, Doralyn
Sent: Wednesday, June 17, 2015 12:41 PM
To: SERIALST@LISTSERV.NASIG.ORG
Subject: [SERIALST] Library communication with vendors

 

I’m curious if other libraries have developed any policies or guidelines for communication with vendors. Between on-site visit requests, telephone calls received, and emails received from vendors, I find time-management to be challenging around these relationships.

 

To be consistent and clear with vendors, I’d like to develop some policies which might make this communication less time intensive. For example, might we limit vendor visits to a specific month or two of the year or only when we request an on-site visit? And, could we say we prefer email to telephone communication?

 

I realize vendors have their own time challenges and needs to communicate so I want to respect that. How do others manage the communication relationships with vendors?

 

Thanks in advance for your advice.

Doralyn


Doralyn Rossmann
Head of Collection Development

Associate Professor

Montana State University Library

P.O. Box 173320

Bozeman, MT, USA 59717-3320

(406) 994-6549

doralyn@montana.edu

doralyn.org

@doralyn on Twitter

 

 

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