Replacing an Existing Gasket Supplier: A Risk-Reduction Guide

Communication Breakdowns

• Slow response times
• Confusion or resistance about responsibilities
• Limited accessibility to technical support
• Rigid communication processes
• A sense that concerns are not being addressed (or that they don’t care about your business)

Capabilities that Don’t Match Your Needs

Quality Issues

• Recurring defects
• Inconsistent dimensions
• Premature part failure

Minimum Order Quantity (MOQ) and Inventory Restrictions

• Restrictive or unclear part minimums that result in larger orders than you want
• Lack of warehousing support
• Lack of staged releases
• Misalignment with shipping lead times

Identify the True Reasons for Leaving Your Old Supplier

Knowing what went wrong with your last gasket supplier can help your new partner identify how to address your concerns and highlight whether they’re an ideal fit. A supplier cannot reduce risk without understanding the full context, so make sure to cover the following information in your initial conversation: 

• Clarify performance pain points
• Confirm capability alignment
• Establish expectations for communication
• Define success criteria

Review Your Part Drawings

One of the most common onboarding challenges occurs when the supplied part does not actually match the engineering drawing. Over time, small process adjustments or part deviations can result in parts that function in the application but aren’t updated in the internal drawings. 

While that process is fine with your previous supplier, it can cause quality issues, avoidable rework, and notable delays with a new partner. As such, you’ll want to do a true side-by-side comparison with your new supplier and provide the following during the initial discovery session: 

• The current drawing for any required parts
• Physical production samples from the incumbent supplier

Address Existing Tooling

If you own the tooling for your required parts, it’s very possible to transfer it to a new supplier. However, tooling transfer is rarely a plug-and-play situation. Common variables include: 

• Mold type (compression, transfer, injection)
• Tool size and cavity count
• Press compatibility
• Mounting and bracketry configurations
• Tool condition and wear
• Offshore vs. domestic tooling

All these complications mean that your tooling often requires some modifications, and some parts requiring completely new tooling depending on the circumstances. For example, it’s very common for suppliers to modify existing tools to accommodate the machinery on the production floor. These complexities mean that you should provide tool photos, dimensions, and any other relevant information so that you and your potential new supplier can figure out the most practical path forward. 

Establish Production Timelines

A supplier change creates inherent risks for production continuity. Figuring out how to properly overlap your old supplier's duties with your new partner is essential, as improper alignment runs the risk of not having any inventory available. 

Your initial discovery session should break down a clear timeline to limit inventory issues as much as possible. This conversation should be upfront and not sugarcoat any potential hurdles, as you’d rather have an honest timeline instead of empty promises. Key talking points related to your timeline should include: 

• Tool transfer duration
• Tool modification timeline
• New tooling build time (if needed)
• Sampling lead time
• Approval process duration
• Production ramp-up timing

Create Quality Requirements and Documentation

You deserve quality parts, and the first discovery session is the right time to lay out your expectations. Different businesses have different approval processes, performance requirements, and other criteria that shape the best solutions for your applications.  

Providing this information from the start prevents unnecessary back-and-forth as your new supplier onboards your company. These details include: 

• Required documentation for receiving and approving parts
• Any regulatory requirements
• Necessary material certifications
• Mandatory material properties
• Your internal sample approval process

Clarify Project Communication

Limited supplier support is one of the most common pain points for sourcing parts. Establishing clear, prompt communication is the best way for your new partner to connect and support your ongoing gasket needs. 

The discovery session should clarify exactly how your future supplier will streamline communication, both for regular updates and for more immediate concerns. Look for your new partner to provide:  

• A dedicated account representative
• Other contacts for technical support or other ongoing needs
• Escalation plans for emergencies and other issues
• Expected response times and forms of communication
• Meeting cadences
• Their approach to proactive problem identification and new solutions