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Supplier visit

Here, you will find inspiration for supplier visits. A visit will give you insights into the supplier's actual conditions, and can be a good starting point for dialogue and cooperation on ongoing improvements.

Start with a meeting with the management

The meeting with the management will ensure that the supplier understands your Code of Conduct and has the right approach to the cooperation. 

A supplier visit should start with a meeting with the senior management, as well as the management representative responsible for implementing your Code of Conduct. At the meeting, you can explain the purpose of your Code of Conduct and how the supplier can comply with it. The requirements made in your Code of Conduct for a policy, due diligence and access to remedy can only be fulfilled with the support of the management, so that a good dialogue with the management is imperative. It is important that the management are aware that you know that they currently have an adverse impact on certain principles or rights, but you are interested in their handling this impact in accordance with your Code of Conduct. You can also discuss how the requirements in your Code of Conduct affect prices, delivery times and other commercial terms and conditions between you and the supplier. This will show whether changes to your buying practices would contribute to the supplier being able to comply with your Code of Conduct. It will also emphasise that you wish to have an equitable relationship with the supplier and are open towards cooperation on CSR improvements, if the supplier has the right attitude and willingness to address problematic CSR issues, or to establish the lacking due diligence. You can also examine whether other customers have assessed the supplier’s CSR performance, and whether you can make use of existing assessment reports and improvement plans. 

conducting a visit

Speak to selected employees

Speaking to employees will give you an impression of how firmly your Code of Conduct is anchored in the supplier's organisation.

After the introductory meeting with the management, it can be a good idea to speak to selected employees in order to get a sense of how firmly the supplier's CSR policies and processes are anchored in the organisation. The employees you speak to could be the safety representative, employee representative and the local trade union representative. It could also be a representative group of employees selected according to such criteria as gender, age, employee category and ethnicity.

You must be aware, however, of the dilemmas you can impose on employees by asking them questions about their working conditions and employer. You should therefore carefully consider the most appropriate approach to the employees, i.e. whether you should hold individual anonymous meetings or group meetings. In the case of group meetings, it is important to be aware of any hierarchies within the group, so that all employees have the opportunity to speak freely.

If you do not speak the local language, it can be a good idea to have an interpreter accompany you.

mpact in accordance with your Code of Conduct. You can also discuss how the requirements in your Code of Conduct affect prices, delivery times and other commercial terms and conditions between you and the supplier. This will show whether changes to your buying practices would contribute to the supplier being able to comply with your Code of Conduct. It will also emphasise that you wish to have an equitable relationship with the supplier and are open towards cooperation on CSR improvements, if the supplier has the right attitude and willingness to address problematic CSR issues, or to establish the lacking due diligence. You can also examine whether other customers have assessed the supplier’s CSR performance, and whether you can make use of existing assessment reports and improvement plans. 

conducting visit2

Review premises and documents

Review of the supplier's premises and selected documents will give you an insight into how well the actual conditions match the self-assessment.

It is often a good idea to tour the supplier's premises to view the physical conditions. This can give you valuable knowledge of the supplier's production facilities, and you may see risks that they are not aware of, or that have not been covered by the self-assessments or during the dialogues. You can ask to see administration, production, stores, canteen and sanitary facilities - including housing facilities, if the suppliers' employees live in the area.

After the tour, you can review selected documents in order to assess whether the required processes are in place and comply with your Code of Conduct. The document review can include policies, procedures and instructions, data registration, staff handbooks, etc.

Conclude with a meeting with the management 

A concluding meeting with the management will ensure mutual acceptance of the results of the evaluation and a clear agreement on the next steps.

The evaluation should conclude with a meeting with the management at which you discuss any challenges that have been identified. It is important that the concluding meeting ensures mutual acceptance of the results of the visit, and that you agree on the next steps. It is a good idea to use the meeting to draw up an action plan describing the actual measures to be taken, with milestones and deadlines. 

If the visit reveals especially critical conditions, such as adverse impacts on certain human rights, you should make a clear agreement on when the situation must be remedied, and the consequences of failing to do so. If there are adverse impacts, you should ensure that the management understand that they are expected to remedy the conditions for the parties affected. It may also be necessary to agree on a follow-up supplier visit.

In phase 5 you can download a proposed action plan and read more about how it can be used.

 

Hjælp os med at forbedre CSR Kompasset.

Vi håber, at du vil deltage i en kort undersøgelse, der kan hjælpe os med at forbedre CSR Kompasset.

Spørgeskemaet åbner op i et nyt vindue, så du kan vente med at udfylde det til du forlader CSR Kompasset.