Procurement Isn't a Task. It's a System.
- Gil Rosa
- Jun 5
- 2 min read
Delayed materials are sinking your project. Here's how to stop it.
We've all seen it.
You're ready for tile, but no one ordered the setting materials.
The drywall crew is on-site, but the boards are still at the supplier.
Everyone's pointing fingers while time (and money) bleeds out.
The root cause?
Procurement is treated like a one-time task instead of what it really is: a living system that needs tracking, accountability, and rhythm.
The Myth:
Ordering materials = materials arriving on time.
The Reality:
Materials arrive only when someone owns the full journey from the decision to buy to the moment it lands on site.
Build a Simple Procurement System That Works
You don't need fancy software. You need clarity and consistency. Here's how to build a procurement tracker that actually prevents chaos:
Step 1: Start with the Essentials
For each critical material or equipment item, track:
Item name
Quantity required
Order date (actual and planned)
Vendor contact info
Expected lead time
Expected delivery date
Delivery location
Step 2: Assign Clear Ownership
Every item should have a designated point person, whether it's a PM, super, or procurement lead. This is the accountable party, not just the person who clicked "submit" on a PO.
Step 3: Build in Review Rhythms
Set a weekly procurement check-in in just 15 minutes.
Use this time to:
Check status updates
Confirm delivery timelines
Spot any red flags
Adjust schedules or notify trades
It's like checking the weather before pouring concrete; it's simple, smart, and prevents disaster.
Step 4: Add Triggers
Use color codes, alerts, or comments to flag when:
An item hasn't been ordered
A lead time has changed
A delivery is missed or delayed
This turns your tracker from a static list into a live dashboard of risk and readiness.
The Takeaway
Materials don't show up just because you ordered them.
They show up because someone tracked them.
Procurement isn't just paperwork; it's proactive protection against chaos.
Want to Plug the Procurement Leak?
Book a free 30-minute strategy session to customize your whole operations flow.
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