Superior vendor collaboration for superior productivity.
Company Profile: A Title Abstractor operating regionally, managing internal team members and vendors with limited resources.
The Challenge
The Company used both employees and vendors to execute orders. When assigning a vendor an order, it would require emailing the order, and waiting for vendor acceptance. From that point on, either by email or phone call, the company had to manually follow up on the order. When the vendor was done, they’d email their results, to include numerous documents, which then needed to be manually handled and retyped into the company search results form. The search results form lacked automation.
Vendors could have multiple outstanding orders, but there was no way for either party to see an organized view of these assignments. The company used a lot of vendors, but it felt like flying blind trying to stay atop of all orders. Everything vendor-related was handled manually and felt scattered – increasing time-consuming, low-value administrative work.
The Solution
By switching to RDS, when a vendor was assigned, the platform automatically emailed the order to the vendor. With just one click, company staff could view the number of orders assigned to a vendor – and easily see all vendor assignments at a glance.
For anyone inquiring about order status, no need to email or call vendors – simply from RDS, users could send messages directly back and forth with the vendor – and all communication visible to permissioned users. Vendors accessed a permission-based version of RDS, known as the Vendor Portal, allowing them to upload documents and complete their part of the search report – eliminating the need for retyping. The Vendor Portal allowed vendor to view all their open orders in one place – reducing confusion, lost orders, and missed assignments. Vendor collaboration became effortless through RDS’s Vendor Portal – keeping everyone aligned and on the same page.
The Owner and VP of Operations were thrilled – not only because vendor work no longer created mounting admin tasks, and they could run “Turnaround Time Reports” by Vendor, holding everyone accountable. RDS’s intuitive interface required minimal training, enabling immediate, smooth adoption.
The Outcome
Productivity: The administrative burden of vendor management was significantly lowered, and freeing up internal team members, Vendor portal usage eliminated the need for platform-switching (e.g. email, word, excel) when tracking and managing vendor work.
Speed, Performance: Vendor Turnaround Time reports provided concrete evidence of improved efficiency – along with visibility into areas needing improvement.
Collaboration: When everyone is in the same system – vendors only seeing what they are meant to -workflow became seamless. Fewer emails, fewer phone calls, fewer issues. Better collaboration led to better results.