“Will be done” is not yet something you can check. Record the task, named owner, agreed evidence and date. You can then see whether the supplier delivers and when you need to escalate.
Why commitments fade
A supplier makes a commitment in a conversation, message or factory visit. Often, there is no owner, date or evidence. Staff changes, public holidays and other customers’ priorities make follow-up harder. After four weeks, nobody knows exactly what was agreed.
A commitment becomes an action when …
These five features turn a commitment into an action that can be followed up:
- it is worded precisely: what, to what extent, by when;
- a responsible person is named at the supplier;
- evidence is agreed, for example photos, a measurement report or a document;
- a date for the check is fixed;
- it is confirmed in writing – in the language that applies at the supplier.
An example action list
Illustrative example – not a client case. This is what an action list looks like that can be checked in a few minutes:
| Action | Owner at the supplier | Agreed evidence | Due | Status |
|---|---|---|---|---|
| Remove the burr at the parting line | Production manager | Photos and measurement report of 50 parts | 12 October | open |
| Switch packaging to individual bags | Logistics | Photo of a sample carton | 5 October | done, evidenced |
| Have the calliper calibrated | Quality manager | Calibration certificate | 30 September | overdue |
Check actions regularly
A list helps only if you check it regularly. A short weekly overview shows open, completed and overdue actions. A monthly assessment covers trends and the decisions that remain with you.
Agree an escalation route with dates for overdue actions. It runs from the responsible coordinator through the production or quality manager to senior management.
Mark an action complete only after checking the evidence
The supplier reports rework on a lot as complete but shows photographs of only 5 of the 40 cartons. That supports completion for one eighth; evidence for the rest is missing. An action counts as complete only when the agreed evidence is available and has been checked.
When support on the ground makes sense
Follow-up takes time, especially with several suppliers, a six to seven hour time difference and queries in Chinese. Local support helps when actions regularly become overdue or evidence can be checked only at the factory. It also helps when you lack time for weekly follow-up.