By Kavita Cooper, Managing Director at BuyingStation
This year, we’re proud to have launched our new Lunch and Learn series — short, insightful sessions designed to help procurement and IT professionals share expertise, exchange ideas, and learn practical strategies over lunch.
Each session brings together thought leaders from across procurement, technology, and supplier management to explore how the world of buying and contract management is changing. Listeners can tune in live or catch up later, with key takeaways shared after each discussion.
A Focus on Contract Management
Our first guest speaker was Harinder Bansal, Head of Procurement at Motability Operations Ltd, who joined us to discuss “Practical Ways to Manage Your IT Contracts in 2025.”
While contract management may not sound like the most glamorous of topics, Harinder proved it’s one of the most vital. His insights were relatable, practical, and grounded in the everyday challenges that procurement and IT teams face when managing complex supplier relationships.
Start Early to Stay in Control
One of Harinder’s strongest messages was the importance of starting early.
Leaving contract renewals to the last minute hands the advantage to the supplier. By planning several months ahead, procurement teams can benchmark offers, assess alternatives, and enter negotiations from a position of strength.
Starting early also supports better internal alignment — giving stakeholders time to review terms, budgets, and future requirements before decisions are made.
Visibility is Power
Another recurring theme was visibility.
Knowing when renewals are due, which contracts are indexed to inflation, and where key risks lie gives procurement professionals the ability to act — not react.
Strong contract visibility builds stakeholder confidence too, demonstrating that procurement is proactively managing supplier relationships and protecting organisational interests.
Collaboration Beats Silos
Harinder also emphasised that procurement cannot work in isolation.
The most effective contract management strategies are built through collaboration between Procurement, IT, Finance, IT Asset Management, and FinOps.
When these teams work together, they can uncover hidden risks, identify savings, and build shared plans that align with wider business goals. Contract management becomes less about administration — and more about enabling the business to operate efficiently and strategically.
Data Quality Drives Better Outcomes
Modern contract management tools often include automation and AI capabilities, but as Harinder reminded us, technology is only as effective as the data behind it.
Poor-quality data leads to poor-quality decisions.
Ensuring contract data is accurate, structured, and regularly updated remains a critical foundation for successful digital procurement.
Stay Curious and Ask Questions
Harinder encouraged attendees to challenge assumptions during contract discussions.
Just because a supplier suggests a pricing model or index doesn’t mean it should be accepted at face value.
Ask why a CPI index is used.
Question whether a per-user licence model is the right fit.
These simple questions often reveal opportunities for better terms and improved value.
Understand Supplier Motivations
A great negotiator understands not only their own objectives, but also those of their supplier.
Knowing a supplier’s internal targets — whether they’re under pressure to sell specific products or expand in a new region — can create leverage during discussions and lead to mutually beneficial outcomes.
Proactive Risk Management
Throughout the session, risk management emerged as a consistent thread.
From auto-renewals and vague clauses to performance issues and shifting product roadmaps, contracts can easily become a source of risk if left unmanaged.
The key takeaway? Stay ahead of the risks before they become issues. Regular reviews, clear ownership, and automated alerts through modern platforms make all the difference.
Procurement as a Strategic Partner
Harinder’s final message was one that resonated strongly with everyone:
Procurement should be seen as a strategic partner, not a gatekeeper.
By being flexible, collaborative, and solutions-focused, procurement builds trust across the organisation — positioning itself as an enabler of progress rather than an obstacle to it.
What’s Next in the Lunch and Learn Series
Our first Lunch and Learn delivered exactly what we set out to achieve: practical insights, engaging conversation, and actionable advice that professionals can apply straight away.
Future sessions will explore a wide range of themes across procurement, contract management, technology, and supplier collaboration.
If you have a topic you’d like to share or an idea worth exploring, we’d love to hear from you.
Let’s keep using our lunch breaks to learn, connect, and grow — one conversation at a time.
