Greater speed, less red tape – a future-proof procurement model for a leading media group

Procurement processes in large companies are often complex: lengthy approval processes, recurring price negotiations and a high level of coordination delay projects and make planning more difficult.

A leading German media group also faced this challenge. The aim was to speed up procurement processes, make budgets more predictable and simplify collaboration between IT, procurement and manufacturers.

The solution: a framework agreement developed in collaboration with Xantaro, which standardises procurement and provides long-term relief.

The requirements

The focus was not on yet another tool, but on a practical solution for day-to-day procurement:

• Acceleration: Shorter procurement and quotation times.
• Creating transparency: Traceable prices instead of constant renegotiations.
• Increasing efficiency: Less coordination effort between those involved.
• Ensuring predictability: Reliable budget and project calculations.
• Enabling scalability: Standardised terms and conditions for multiple group companies.

The solution

Working together with the client and the manufacturer, Xantaro developed a framework agreement model that reduces complexity whilst remaining flexible.

The key components:

• A multi-year contract structure instead of individual negotiations
• Binding discount models
• Standardised price lists
• Clear rules for USD-based prices
• Group-wide standard terms and conditions

The challenge

Implementation required the harmonisation of different discount models, the management of currency risks and the adaptation of internal approval processes. Thanks to close collaboration between all parties involved, these requirements were successfully met.

The result

The new structure delivers tangible improvements in day-to-day operations:

• Faster project launches thanks to significantly shorter quotation times
• Smoother processes with less coordination effort
• Greater planning certainty regarding budgets and currencies
• Fewer escalations in day-to-day procurement

Conclusion

This project demonstrates that efficient procurement does not result from greater complexity, but from clear and reliable framework conditions. The jointly developed framework agreement creates transparency, speeds up processes and enables long-term, predictable collaboration across the entire group.