Even the best-laid vendor plans can go sideways—especially in the summer. Between vacation schedules, staff shortages, and increased demand, it’s not uncommon for property managers and community association managers to deal with missed appointments, service delays, or performance issues.
But here’s the good news: With the right tools and tactics, you can handle vendor setbacks efficiently and professionally—without letting them derail your day.
🚫 1. Vendor Didn’t Show Up—Now What?
First, stay calm and confirm the facts.
Sometimes it’s a miscommunication. Check your service schedule, appointment confirmations, and any system logs before assuming the worst.
What to do:
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Reach out to the vendor contact directly via call or email.
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Document the missed service in your internal records and within VendorSmart, if applicable.
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Reschedule the service immediately—don’t leave it open-ended.
Pro Tip: Vendors with repeated no-shows can be Flagged in VendorSmart for performance tracking or even flagged for contract reevaluation.
⏳ 2. Project Delays or Slow Progress
Delays happen—but how they’re managed matters.
Transparency, communication, and contingency plans can make or break how your residents perceive the situation.
What to do:
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Request a revised timeline and written reason for the delay.
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Evaluate whether the delay impacts other community operations or safety.
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Communicate proactively with residents if the project affects common areas or access.
VendorSmart Tip: Use the platform to find backup vendors in the same category if the delay becomes critical.
⚠️ 3. Quality Disputes and Performance Issues
If the work wasn’t done right, don’t ignore it.
Tolerating subpar service creates long-term costs—financially and reputationally.
What to do:
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Take detailed notes and photos of the issue.
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Request a walkthrough or remediation plan from the vendor.
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Keep all correspondence professional and written.
📄 4. Strengthen Your Vendor Agreements Upfront
Many vendor headaches stem from unclear expectations at the contract stage.
Best practices:
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Clearly outline service frequency, response time expectations, and communication protocols in every contract.
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Include penalties or remediation clauses for missed deadlines or incomplete work.
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Ask vendors to commit to real-time status updates, especially for large projects.
VendorSmart Tip: When comparing vendors, look beyond pricing. Use performance ratings and verified client feedback to choose partners who are consistent and communicative.
🤝 5. Build Your “A-Team” and Have Backup Ready
Vendor reliability is never guaranteed—but a diversified, vetted vendor list gives you options when things go south.
How to build it:
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Track your top-performing vendors and offer them repeat business.
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Keep a shortlist of alternates in each major category (landscaping, plumbing, janitorial, etc.).
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Periodically review your vendor list and remove those who consistently underperform.
✅ Keep Calm and Vendor Smart
Vendor hiccups are inevitable, but they don’t have to become headaches. With smart documentation, clear contracts, and a reliable management platform, you can stay in control and protect your communities from service disruptions.
Need to review or refresh your vendor list? Log into VendorSmart to access verified vendor profiles, contract history, and service records—all in one place.
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