Selecting the right Vendor Management System (VMS) is one of the most critical decisions a Managed Service Provider (MSP) can make for their clients. Before making your choice, read these five critical factors that MSPs should consider when deciding on the best VMS for their clients.
Not all Vendor Management Systems are alike. The ideal VMS is more than just a piece of technology; it's a strategic tool that empowers clients to efficiently and effectively reach their workforce management objectives. When choosing a VMS, MSPs must ensure it meets the specific needs of their clients. The selected VMS can greatly influence the efficiency with which clients oversee their contingent workforce, optimize processes, and fulfill their business goals. It's crucial that the VMS provides flexibility, support, seamless integration, and access to data, rather than imposing a one-size-fits-all, rigid solution onto a business. In this way, an MSP can stand out over its competitors by adding value and improving ROI to their clients.
Here are five critical considerations for MSPs when deciding on the best VMS for their clients:
1. Functional Requirements: Align with your client's needs
The first and most critical factor in selecting a VMS is ensuring its functionality aligns closely with the client’s business needs. Every organization has its unique processes, and the VMS should support those processes rather than force the client to change their workflow to fit the software. For example, the VMS must support global hiring and compliance requirements if the client operates in multiple countries. On the other hand, a mid-market company with a smaller contingent workforce may not need the extensive features of a VMS designed for large enterprises. Choosing the wrong system can result in inefficiencies, frustration, and even project failure. MSPs must take the time to understand their client’s unique needs and select a VMS that fits rather than trying to make the business fit the system.
2. Flexibility: Customization and Adaptability Post-Implementation
Another critical factor is how flexible the VMS is regarding changes and customization after implementation. The reality is that businesses change, and the VMS must have the ability to evolve alongside them. MSPs should look for a VMS provider that allows customizations based on client needs. If the VMS is rigid or the provider is unwilling to make changes, clients could find themselves stuck with a system that no longer meets their requirements after a few years. The ability to quickly adjust workflows, add new integrations, or customize reporting should be part of any VMS decision.
3. Support and Care: Right-Sizing the VMS for Your Client
It’s essential to ensure the chosen VMS is the right fit for the client in functionality in terms of support and customer care. Using an enterprise-level VMS for a mid-market client may seem like an intelligent decision initially, but it often leads to poor customer care. For larger VMS providers, clients with lower spending usually don’t receive the level of service and attention they require because their revenue contribution is minimal compared to more prominent clients. Instead, MSPs should look for a VMS provider with a proven track record of supporting businesses of similar size and complexity. Right-sizing the VMS ensures clients receive the attention and care they deserve.
4. Integration Capabilities: Ensure Seamless Connections
The ability of the VMS to integrate with other systems, such as HR platforms, payroll systems, or applicant tracking systems (ATS), is a crucial factor. Many older VMS platforms have rigid, outdated architectures, making integration difficult and expensive. In today’s technology landscape, this can be a significant limitation. MSPs should prioritize VMS platforms offering Open API capabilities, allowing seamless integration with the client’s existing systems. An Open API enables quick integrations and future-proofs the VMS as new technologies emerge, and the client's needs evolve.
5. Data Accessibility: Take Control of Your Data
Finally, MSPs should consider how accessible the data is within the VMS. Today’s MSPs should look to own their data and be able to leverage it in meaningful ways. Some VMS platforms restrict access to raw data or lock MSPs into using only the platform’s reporting tools. This can limit an MSP’s ability to build custom reports or feed data into their Business Intelligence (BI) platforms. Choosing a VMS that offers full, unrestricted access to data will empower MSPs to analyze workforce data in real time and make more informed decisions on behalf of their clients.
Conclusion
Choosing the right VMS for a client is a critical decision that should never be taken lightly. MSPs must focus on selecting a system that aligns with the client’s business needs and offers flexibility, support, seamless integration, and data accessibility. By considering these five factors, MSPs can ensure they implement a VMS that enhances their clients' operations rather than hinders them. The right VMS is not just a technology solution - it’s a strategic enabler that helps clients achieve their workforce management goals effectively and efficiently.
- Read More about the Benefits of a Vendor Management System for MSPs:
➡️ 3 Ways MSPs Can Stand Out and Add Value for their Clients➡️ Why Conexis is the Best VMS for MSPs: Open API, Data Control & Security➡️ Navigating the Future: Why MSPs Must Prioritize VMS Data Autonomy
➡️ VMS and MSP Adoption: The Key to Successful Workforce Management➡️ 6 Reasons Why MSPs Choose Conexis VMS
➡️ Why MSPs Need an Easier VMS: The Time to Upgrade is Now
➡️ Case Study: How An MSP improved fill ratios, client acquisitions & profitability➡️ How MSPs can leverage VMS Systems to better serve customers➡️ What should an MSP Look for when Choosing a VMS?
Looking for a VMS Partner?
At Conexis, we believe that MSPs need a better VMS. If you are looking for a new strategic VMS partner, contact us. We will work with you to help you dramatically improve the service you provide to your clients - resulting in increased profitability, greater ROI and higher levels of customer satisfaction. Read more at: Why MSPs Choose Conexis VMS.
About Conexis VMS
Conexis VMS is the world’s most modern vendor management system, built on the latest technology and designed with the user in mind. Conexis stands out from other VMS solutions due to its unique functionality and features such as open APIs and flexible data solutions which allow our customers to create fast, easy, and cost-effective integrations, that can be done in under a week, compared to the legacy systems, which have to custom code each one. We are also leading the industry with our white-gloves customer care, our pricing and our fast implementation. With our market-leading work shift, scheduling, timekeeping, and credentialing capabilities, Conexis is the only VMS that can handle all skill categories without clunky third-party add-ons. Learn more about our company and our award winning VMS Software.
Contact Us
Whether you are looking for a new VMS Solution, or just getting started, we are here to help. See how easy Conexis VMS is to use with our quick 2 minute Self-Guided Tour. Contact us for a free no-obligation consultation, or schedule a Personal Demo.
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