It is increasingly becoming more standard practice for Biotech and Pharmaceutical companies to outsource trial projects and tasks to CROs and vendors in the interest of cost and time efficiency. These partnerships can be highly effective for the sponsor company but managing the relationship is crucial to its’ success. Below we outline some ways to ensure your alliance with your sponsor/vendor is a positive and mutually beneficial one.  

Careful and Thorough Vendor Selection
The first step in creating a successful partnership is choosing the best vendor for your project.  Take the time to research the providers that offer the services you need while considering their experience, client history and costs. Confirming that the vendor has the capacity to meet your needs within your budget will save time and frustration down the road. Clinical Trials Arena shares helpful tips on choosing the right CRO for your trial. 

Produce a Clear and Thorough Contract
A clear contract is the first step to effective and positive communication. The contract between the sponsor and vendor should be clear and detailed outlining all expectations of the project including responsibilities, schedules and deadlines. Pharmaceutical Outsourcing offers great advice for drafting a contract. The contract should be used as a reference point throughout the entirety of the project to keep all parties on the same page and to avoid confusion. 

Set Clear Timelines and Priorities
Within the contract, the project timelines and priorities must be laid out clearly to avoid miscommunication and frustration in the partnership.  Before signing a contract, the sponsor should present the prospective vendor with a draft outline of milestone and deadline targets so both parties can agree on realistic goals.  Working on this task together will set the groundwork for healthy collaboration and provide an opportunity for an open discussion and any clarification for both parties before the work begins.  This is also a good time to discuss priorities and if there are ‘nice to have’ and ‘need to have’ task options to consider once the project is underway.  

Choose an Appropriate Point of Contact to Manage the Relationship
To help streamline communication between sponsor and vendor, assign a trial team member as the liaison to the vendor. Having one individual manage the relationship will ensure continuity with communication. The sponsor liaison should be well versed with the contract as well as project goals and schedules. You will want to choose a team member who has exceptional communication skills, excels at team collaboration and can build positive and professional relationships while also being able to have difficult conversations if deadlines are not being met.

Check-In
Build into your trial schedule time to meet with the vendor and discuss the current tasks and milestones. Invite all appropriate parties from the sponsor and vendor to discuss the schedule, ask questions and make any changes to the plan that are needed. Refer to the contract in this meeting as a guide to the agreed-upon calendar and responsibilities.  

Using these tips and tools, the relationship between sponsor and vendor can be favorable for everyone involved and lead to an efficient and on-schedule trial. Here at PharmaOut we can assist with your vendor selection and management. Schedule a call with one of our experienced consultants to discuss how we can help your team to find the most appropriate vendor for your needs and draft a contract that will work for all parties.  

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