Making a Buying Trip run like Clockwork

We continue our series of 'coffee break' stories for you. Enjoy!

The plan was to go to New York, then Miami, then on to Los Angeles - all in 5 days - and then fly into Toronto, Canada on the way back home to London. It wasn't any old business trip - you know, flying to one meeting after another, crumpled shirts and dry eyes all the way. Yes there would be five meetings in total - possibly more - but I needed to get back to London within the week, having closed deals with at least four different suppliers, and get the stock back to the office ready for redistribution by the beginning of the following week.

How was I to manage? How was it going to happen, given the time frame?

Last week the company had sent me to a trade show in Manchester. As all trade shows go, you walk around, making sure to be sociable, friendly and very professional. Oh, and you carry loads of business cards as you never know who you're going to meet. You know the routine, it's dull, boring and heavy on the feet, mixed with polite smiles, plenty of glad-handing and the odd bit of small talk. It's all a bit of a PR exercise really; being seen, networking in the right places, meeting the right sort of people. Before you know it, day turns into evening and the show wraps up. Now this can be a useful time - follow the crowd. Everybody heads for the nearest bar to loosen up and relax a little (in some cases a little too much - you know how it is…). During the day I'd collected a pocketful of business cards from a cross section of company reps. That's not bad going, and another handful to add to my Rolodex. Some might turn out to be useful.

Anyway, I digress - back to the trade show watering-hole. There was this one business card. I remember it because it was quite unusual - four-sided - and I couldn't put it down. It was very tactile and I couldn't stop playing with it, fiddling around, twisting through my fingers, twirling it over and over. The guy who had handed it to me earlier was at the bar, ordering drinks. He asked me what I was having. He was a sharp, witty, intelligent type - the sort who laughs at his own jokes. But you could tell he was competent and very knowledgeable.

I remember hearing the words 'import', 'export', 'collection and delivery', 'customs clearance' and 'distribution'. Far from being the big yawn you might think it to be, this guy was holding court and had his audience eating out of the palm of his hand - he was on a roll - all the things they didn't know about shipping, that were going to cost them time and money. Then it clicked. I took another look at his card and it all fell into place. This is perfect - he's the guy I need to talk to. He's the one that can make it all happen for me on this upcoming monster buying trip. Talk about being in the right place at the right time. Not only do I get a free drink or two but also a really important contact - someone capable of getting me and my shipments through the next week in one piece, leaving me to focus on how I'm going to pull off the best deals.

Later on that week I made the necessary follow-up call, explaining where I was going and why, what my time-frame was and the objectives of the trip. A few details were exchanged including zip codes and contact numbers and at the end of our conversation I was confident that it was all in hand - now that gives you peace of mind. Brilliant!

There's nothing more to say except I did my bit and the trip was a success. I made the right connections in good time; I didn't need to worry about my goods being collected from the suppliers and delivered on schedule; I just focused on the product and on closing the deals, on the trip, and back at home. It all went like clockwork and wouldn't you know, the combined consignment got back before I did, and you can imagine how happy my boss was, can't you?

7th Oct 2007

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Making a Buying Trip run like Clockwork

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