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By Christine Moore
Jill Rankin, Associate Director Strategic Sourcing Commercial at Sumitomo Pharma America shares her insights and learnings on managing the transition to new agencies.
“In the middle of difficulty lies opportunity.”
Transitions may be challenging, but they also create opportunities for innovation, efficiency, and stronger relationships.
Agency transitions can feel like orchestrating a symphony with a dozen conductors—challenging, intricate, and often prone to missteps.
However, at the recent US ProcureCon conference, a panel led by Jill Rankin, Associate Director Strategic Sourcing Commercial at Sumitomo Pharma America advises that with proper planning, clear communication, and collaborative effort, the transition process can not only meet its goals but deliver lasting benefits for all stakeholders involved.
Below, I unpack the key takeaways from Rankin’s enlightening presentation, peppered with wisdom, and practical advice.
The Building Blocks of Smooth Transitions
1. Transition Planning: Start Strong
The first rule of agency transitions? Plan, plan, plan. As Rankin emphasised, “If we’ve done our RFPs right, the transition plan is part of the deal.” Having a clear outline upfront, even if not fully vetted, helps stakeholders visualise the timeline, steps, and potential challenges.
Transition planning isn’t just about logistics. It’s about anticipating resistance— “Change always brings fear,” one marketer shared—and addressing it through education and alignment. From asset reconciliation to timeline enforcement, every piece matters.
2. Resistance Management: Overcoming Obstacles
Change management often feels like convincing a cat to enjoy bath time: challenging but not impossible.
Rankin’s session highlighted examples of overcoming resistance by focusing on shared outcomes and engaging reluctant stakeholders. For one organisation consolidating seven affiliate companies (six of which had never worked with sourcing), education and transparent discussions were critical.
As one sourcing professional quipped, “Sometimes, it’s a lot of handholding, back-and-forths, and yes, a few heated debates. But in the end, it’s about getting everyone to the same table.”
3. Scope and Inventory Management
Managing a transition is like moving inventory—only the inventory may be creative assets, data, or teams.
The panel stressed the importance of knowing what’s being transferred, identifying costs upfront, and ensuring no gaps in scope. As one panelist observed, “If the scope isn’t clear from the beginning, it’s like building IKEA furniture without instructions. Sure, it’ll get done… eventually.”
The “Human” Element: Collaboration and Communication
4. Three-Way Collaboration
Successful transitions hinge on the partnership between marketers, agencies, and sourcing teams. Clear roles and responsibilities ensure no one drops the proverbial baton. “We become the glue at the table,” said one sourcing leader, emphasising the need for continuous check-ins and feedback loops. Regular meetings and a shared platform for transparency help keep all parties aligned.
5. Checklists, Check-Ins, and Tools
Checklists emerged as a hero of the session, ensuring every step is tracked and completed. Scorecards, feedback sessions, and even transition kits from agencies keep everyone accountable. As one panellist humorously noted, “You’d think finding a shared file platform wouldn’t be rocket science, but here we are. Even the basics need planning.”
Leadership and Accountability
6. Leadership Support and Timeline Enforcement
Leadership backing is critical, particularly when navigating disruptions. “Our leadership left mid-transition… let’s just say it added to the fun,” joked one panelist. Clear goals, timelines, and flexibility helped salvage the project.
Time is of the essence. Whether it’s a 12-week transition or a fast-tracked 6-week plan, alignment on key deliverables is non-negotiable.
7. Transparency and Grace
Transparent communication—even with outgoing agencies—was emphasised as a key to minimising friction. As one participant wisely noted, “It’s a small world. Secrets and bad press don’t get you anywhere.”
Transitions are emotional for all involved. Recognising the “divorce” aspect and giving outgoing agencies grace can smooth the handover process.
The Post-Transition Era: Setting Up for Success
8. Onboarding and Long-Term Collaboration
Onboarding isn’t just a box-ticking exercise. Systems, tools, and processes must be set up to enable smooth integration with existing partners.
A great point was raised about soft skills: “How do you define urgent? Is it a Friday night email or a Monday morning meeting? Setting these norms upfront saves headaches later.”
9. Continuous Improvement
Scorecards and feedback loops remain critical even after the transition. One sourcing leader shared, “We delivered $80,000 in savings, not just through negotiation but by working together. That collaboration makes the difference.”
As one attendee summarised, “In the middle of difficulty lies opportunity.” Transitions may be challenging, but they also create opportunities for innovation, efficiency, and stronger relationship
A Few Memorable Moments and Quotes
Agency transitions are rarely simple, but as this session illustrated, they don’t have to be chaotic. Through meticulous planning, strong leadership, transparent communication, and a commitment to collaboration, procurement teams can lead transitions that are not only smooth but transformative.
After all, as Rankin aptly put it, “What’s in it for everyone? If we can answer that, we’ve already won half the battle.”
About the author
Christine Moore is Managing Partner at RAUS Global