After requesters put in a request, they will want to know how things are going. It is important that you keep them up to date at all times. Here are some ideas about how to do that:
Most important: Update the PRF log at the end of every day. If this document is up to date it will be easy to share the information.
Communicate when purchases are completed, if things are going slowly, and even if there is no change. This is how people will know that you have not forgotten their request and are still working on it.
Here are some ideas about how and when to share information with the team:
- If there is a daily staff meeting¸ ask for a regular time at that meeting to update all staff on the list of active PRFs and the status of each.
- Put the PRF Log information on a large white board in the office so that everyone can see it. Or photocopy the PRF log at the end of every day and tape the copy to the wall where anyone can go and check it.
- Email a scan of the updated PRF log to all staff at the end of every day. If you are keeping the log electronically, you could email the original electronic copy instead.
- If you have a good internet connection, post an electronic version of the PRF log on a common server or on SharePoint. If you leave the electronic version in the common spot and update it from there, you won’t have to send out any communications. All staff with access to that page will be able to see the updated information as soon as it is updated.
Keep in mind, however, that some people have difficulties knowing exactly how to access information on Sharepoint. So if you use this method, double check with the people you really want to make sure have this information to make sure they can access it.
Also, if you choose to do this, see if there is some way you can protect the sheet so that the purchasing staff are the only ones who can change it.
- If you only have a few PRFs, you can just send an email to each requester periodically to let them know how things are going. As we said above, you should do this even if nothing has changed on their request or if you are waiting for information. They will want to know that you haven’t forgotten about their request.
If you use an electronic method for sharing information, go talk to people to make sure they know where it is and that they can access it. You don’t want to spend two weeks assuming that they have the information when they actually don’t.
You don’t have to do all of these, just one. Whichever you choose, make sure staff know what method you are using and how to find the information they want.