In our latest webinar featuring Tom Mills, Founder of Procure Bites, and Dan Gianfreda, CEO of Deepstream, the two discussed how procurement teams can choose, implement, and leverage technology in a way that drives measurable impact without sacrificing time, budget, or strategic focus. So how do you embed procurement tech successfully, meet your immediate needs, and start delivering ROI today? Read on for the key takeaways:
1. Align procurement technology with core business objectives
A recurring theme throughout the webinar was the importance of looking beyond the wish list and focusing instead on what the business really needs. Before exploring the market, it's crucial to pinpoint:
- C-suite priorities: Make sure procurement’s tech objectives directly align with senior leadership’s top concerns, such as supply chain resilience, improving productivity, mitigating market share risks etc.
- Your clear targets: Identify specific metrics that your procurement tech must achieve to reduce operational risk, cut lead times or boost agility, for example.
- A realistic scope: Avoid overreaching by trying to address every possible issue. Focus on the top two or three outcomes that will truly move the needle.
By anchoring your tech journey to business outcomes, you stand a far better chance of securing stakeholder buy-in, budget, and ensuring tangible ROI.
2. Avoid overscoping and overengineering
Many digital transformations fail because organisations attempt ‘big bang’ implementations or buy more technology than they realistically need. It's important to start small, and scale up. Instead of deploying an all-in-one solution immediately, consider a phased approach that solves pressing challenges first.
Take the ‘Mission-Critical’ Lens and prioritise must-haves that address your immediate problems. If your processes are still paper, or spreadsheet-heavy, a simple, user-friendly platform to digitize and standardise would likely suffice, without layering on the bells and whistles you’re not ready to adopt. Look for vendors that don’t try to lock you into multi year contracts, that offer flexible commercial models, to ensure both sides are equally invested in success.
Overly ambitious, broad-scoped projects can overwhelm teams and lead to stalled or failed implementations. A targeted approach reduces risk and accelerates value.
3. Best-of-breed tech stack or end-to-end suite?
When it comes to building out your procurement tech ecosystem, there’s no “one size fits all.” Each approach has pros and cons:
- End-to-End Suite: May offer integration across source-to-pay modules and a single interface. However, these solutions can be expensive and time-consuming to implement and maintain, especially if you only truly need part of the functionality.
- Best-of-Breed Stack: Lets you handpick specialised tools for eSourcing, contract management, supplier risk, etc. This can yield better functionality in each niche and more flexibility, yet it may involve multiple vendor relationships and integrations.
For many mid-sized organizations, a flexible best-of-breed stack can be more practical, especially if it offers room to expand (or switch) as business needs evolve. For larger enterprises with complex, global operations, an end-to-end suite may make sense, but it demands robust internal resources and a willingness to undertake a long, complex rollout.
4. Win hearts and minds: Change management matters
Technology, no matter how powerful, is only as good as its adoption rate. Engaging stakeholders early and often is crucial. Here’s how:
- Tell stories: Ensure you continually communicate the “why” of your technology, how it will free up time, reduce risk, or help the business pivot faster.
- Emphasise user-centric design: Give teams straightforward functionality that mirrors existing workflows (such as excel-like interfaces), ensuring the tech fits the team rather than forcing the team to adapt to unwieldy software.
- Phase out the training and set milestones: Roll out new features in manageable sprints. Celebrate quick wins and share real-world success stories to maintain momentum.
Training alone won’t guarantee uptake, you need communication, C-suite sponsorship, and clear benefits so that everyone understands what’s in it for them.
Final thoughts - Practical steps to drive success
With the pace of innovation showing no signs of slowing down, procurement leaders must be strategic in choosing technology solutions that align with the business, deliver rapid wins, and remain flexible for future needs. The right approach is less about the biggest or most ‘future-proof’ solution, and more about the right fit for your mission-critical objectives today - all while setting the stage to evolve tomorrow.
By focusing on tangible, near-term goals, taking an iterative implementation approach, and embedding effective change management from the outset, you’ll dramatically improve your chances of success. After all, technology is only an enabler, it’s the people, armed with the right processes and strategic direction, who ultimately drive transformation.
The bottom line - top tips for building a successful procurement function, today:
- Identify key objectives: Clearly define the top 2–3 outcomes you need right now
- Ask the right questions: Challenge vendors on how they will support you (and not just sell to you), especially post-implementation.
- Avoid long contracts: Retain flexibility by avoiding multi-year lock-ins, keeping vendors accountable.
- Develop a roll-out plan: Map out how internal teams and stakeholders will be trained, engaged, and supported from day one.
- Track & celebrate early wins: Measure adoption, performance improvements, and communicate progress to secure long-term buy-in.
Want to discuss your procurement tech strategy?
Feel free to connect on LinkedIn or reach out directly to continue the conversation. We’re always happy to share insights and support your journey in making procurement tech work for your organization, not against it.
