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Top Tips for procuring a mobile communications contract that meets your business needs and saves you money

15 Jul 2024

Procuring a new mobile communications contract can be a daunting task. Identifying the right supplier and making sure your contract fits the needs of the business can be a complex and time-consuming process.

Here are some top tips to achieving a successful outcome:

1. Embrace the challenge: Since the COVID pandemic, your employees are using mobile services more than ever to complete a variety of business tasks. If you approach the procurement process with care and attention, then the rewards of purchasing a contract that fits your business needs will be worth the effort.
2. Know your current state: Begin by thoroughly understanding your current mobile estate. This requires asking the right questions: How many lines are under management? What are the fixed and variable usage and costs? When do these lines expire, and are they co-terminus?
3. Understand co-terminus agreements: A co-terminus agreement means all lines expire simultaneously, giving you maximum negotiating power. Always request this when adding new lines during the contract term to avoid having staggered expiry dates that weaken your bargaining position.
4. Ensure good estate management: Often, IT Directors negotiate the original contract, but the day-to-day management is passed to others in the team who may not know to request co-terminus agreements or suitable hardware. Ideally you will find a good supplier who manages the estate for you, but your team should also understand key principles, so that you can realise the most value during the contract term and when you renegotiate at renewal.
5. Balance employee preferences with business needs: Employees have strong opinions about their mobile phones and networks, so it’s important to consider their preferences to drive effective adoption. However, this needs to be balanced against critical business requirements and network performance, which should always be prioritised.
6. Balance flexibility and control: Each organization has its own culture. Some may require strict control over devices and networks, while others may benefit from allowing more flexibility, such as allowing employees to use their work phone for personal use as well. The approach you take to managing your business mobile communications estate should be aligned to your organisation’s culture to maximise productivity and satisfaction.
7. Supplier vs. Network: For most businesses, an independent supplier can provide better service than going directly to a network. Suppliers usually offer a more personalised service and better terms, especially for medium and smaller organisations. The key is to communicate your requirements clearly so that you can find the supplier that is right for you.
8. Ask suppliers the right questions: When tendering, ask suppliers critical questions to understand your renewal terms, service wrappers, issue resolution processes, and how suppliers will help manage ongoing costs and needs. Transparent communication of requirements will lead naturally to lower costs, but good mobile communications service is about more than just cost. Consider what else is most important to your organisation – whether that’s network coverage or good customer service.
9. Utilise Expert Assistance: Consider engaging an independent mobile communications advisory service that understands how to navigate the tendering process and get the best contract terms, potentially saving significant costs.

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