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Three Steps to Improve Acquisitions at Your Organization

Writer's picture: Jonathan MostowskiJonathan Mostowski
Hands of individuals locked together in a display of teamwork and unity, symbolizing collaboration and mutual support in a professional environment.
Hands of individuals locked together in a display of teamwork and unity, symbolizing collaboration and mutual support in a professional environment.

Optimizing acquisition processes is critical for maintaining global competitiveness and operational efficiency. Many organizations find their procurement strategies bogged down by complex procedures and outdated practices, leading to inefficiencies and increased costs. Here are three strategic steps your organization can take to streamline acquisitions and foster a culture of continuous improvement.


  1. Remove the Clutter: Streamline Your Acquisition Processes

    The first step towards improving acquisitions is to cut through the clutter. This involves critically assessing your current acquisition processes and identifying areas where lean methodologies can be applied. Start by evaluating existing waivers and policies that may no longer serve your organization’s needs or that contribute to unnecessary complexity.

    A collection of old, worn books and journals stacked and tied together with string fills the shelves, showcasing a treasure trove of stories and memories.
    A collection of old, worn books and journals stacked and tied together with string fills the shelves, showcasing a treasure trove of stories and memories.

    Implement Lean Pathways: Adopt lean acquisition pathways that focus on eliminating waste and reducing inefficiencies. This might involve simplifying approval processes, minimizing paperwork, or adopting more flexible procurement policies.


    Rewrite the Policies: Take a hard look at your current acquisition policies. Are they too restrictive? Do they reflect the current market and technological advancements? Rewrite these policies to be more adaptive and reflective of modern procurement practices.


  2. See One, Do One, Teach One: Change the Culture with Acquisition Coaching

    The philosophy of “see one, do one, teach one” is widely recognized in medical education and can be powerfully applied to acquisition reform. This approach emphasizes learning by observation, practice, and teaching, thereby cementing knowledge and skills.


    Leverage an Acquisition Coach: An experienced acquisition coach can be invaluable in guiding your team through the complexities of the Federal Acquisition Regulation (FAR) and other procurement frameworks. A coach can provide tailored training and practical roadmaps that demystify the acquisition process.


    Foster a Culture of Continuous Learning: Encourage your team to adopt a mindset of continuous learning and improvement. After mastering the essentials of efficient acquisitions, team members should be encouraged to pass on their knowledge, thereby cultivating a culture of expertise and innovation within your organization.


  3. Templatize and Automate: Drive Efficiency with Proven Tools

    Reinventing the wheel with each new procurement process is a surefire way to accumulate inefficiencies, but “copy and paste” acquisitions are just as harmful. Instead, focus on leveraging existing strategies and technology to streamline your acquisition processes, but provide them to your teams in such a way that critical thinking is still required.


    Utilize Samples and Templates: Make use of readily available samples, templates, and best practices. Many of these resources can be found at agileacq.com including links to other organizations and government bodies which share their procurement documents and strategies publicly. These resources can provide a solid foundation for your own acquisitions, saving time and reducing errors.


    Invest in Automation Tools: Procurement software still have a way to go to provide true value, but there are many other resources, such as the TechFAR Hub, Public Spend Forum market analysis and Rohirrim AI which are powerful tools for automating routine tasks. Investing in these tools efficiency and provides valuable data insights that can inform future procurement strategies.


    By following these three steps — streamlining processes, embracing a culture of learning and teaching, and leveraging existing tools and technology — your organization can significantly improve its acquisition efficiency. The goal is not to make acquisitions faster but to make them smarter, ensuring that your procurement strategies support your organization’s broader objectives and values.

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