Ready
Schedule
Daily rhythm and protected deep work blocks
Monday
7:30 Deep work
8:30 Team standup
9:00 SO batch 1 + triage
9:30 Deep work
10:30 Dept Leads (60 min)
11:30 Deep work
12:30 Lunch
1:15 SO batch 2
2:30 Suppliers / stakeholders
4:00 Daily close
Tuesday
7:30 Deep work
8:30 Team standup
9:00 SO batch 1
9:30 Deep work / visit prep
11:00 Supplier visits (avail.)
12:30 Lunch
1:15 SO batch 2
2:30 Inventory + reorders
4:00 Daily close
Wednesday
7:30 Deep work
8:30 Team standup
9:00 SO batch 1
9:30 Deep work
10:00 GBS Forecasting
10:30 Ops (monthly)
11:00 Deep work
12:30 Lunch
1:15 SO batch 2
2:30 Logistics / freight
4:00 Daily close
Thursday
7:30 Deep work
8:30 Team standup
9:00 SO batch 1
9:30 Supplier Grading (fortnightly)
10:30 Deep work
12:30 Lunch
1:15 SO batch 2
2:30 Intl suppliers / contracts
4:00 Daily close
Friday
7:30 Deep work
8:30 Team standup
9:00 SO batch 1
9:30 Deep work
12:30 Lunch
1:15 SO batch 2
2:30 Weekly KPI review
3:30 Week clearance
4:00 Weekly close
Deep work
Standup
SO Batches
Meetings
Suppliers/Logistics
Lunch
Monday — planning & week direction
7:30
Deep work protected
Category planning, spend analysis, contract review.
8:30
Procurement team standup 30 min
Set the week's direction. Delegate routine PO follow-ups.
9:00
Sales order batch 1 + inbox triage NetSuite
Process all SOs since Friday close. Allocate to production, dispatch, or purchasing.
9:30
Deep work protected
Sourcing planning, contract pipeline.
10:30
Department Leads meeting 60 min
Note new demand signals and sourcing requirements.
11:30
Deep work protected
Action anything arising from Dept Leads.
12:30
Lunch
1:15
Sales order batch 2 inbox check 2
Process afternoon SO queue. Raise purchasing-only POs.
2:30
Supplier & stakeholder liaison
Internal syncs with warehouse and freight forwarders.
4:00
Daily close protected
All SOs allocated in NetSuite. Set tomorrow's 3 priorities.
Tuesday — supplier visits & inventory review
7:30
Deep work protected
Prep visit notes, pull scorecards.
8:30
Procurement team standup 30 min
Confirm visitor logistics.
9:00
Sales order batch 1 NetSuite
Clear the SO queue before visitors arrive.
9:30
Deep work / final visit prep protected
Know your BATNA for each meeting.
11:00
Supplier visits Tier 1 & 2
QBRs, relationship meetings, joint planning.
12:30
Lunch
1:15
Sales order batch 2 inbox check 2
Process afternoon SOs. Send action summaries to suppliers.
2:30
Inventory review + reorder processing weekly
Review NetSuite inventory against reorder points.
4:00
Daily close protected
Update supplier scorecards. SO queue cleared.
Wednesday — GBS forecasting + logistics analysis
7:30
Deep work protected
Pull procurement data for GBS Forecasting.
8:30
Procurement team standup 30 min
Mid-week pulse check. Address blockers.
9:00
Sales order batch 1 NetSuite
Process first SO batch. Flag stock-risk items.
9:30
Deep work 30 min
Finalise GBS contribution.
10:00
GBS Forecasting Meeting 30 min
Supplier lead times, stock risk, pricing constraints.
10:30
Operations Meeting 30 min — monthly
Monthly only. Non-Ops weeks: deep work.
11:00
Deep work protected — 90 min
Contract drafting, RFQ analysis, spend analysis.
12:30
Lunch
1:15
Sales order batch 2 inbox check 2
Process afternoon SOs. Freight forwarder updates.
2:30
Logistics cost analysis
Weekly freight cost review — cost per shipment.
4:00
Daily close protected
SO queue cleared. Log GBS and Ops actions.
Thursday — supplier grading & international focus
7:30
Deep work protected
Prepare assessments for Supplier Grading.
8:30
Procurement team standup 30 min
Brief team on grading assessments.
9:00
Sales order batch 1 NetSuite
Keep this tight on Grading weeks.
9:30
Supplier Grading & Management 60 min — fortnightly
Review scorecards — DIFOT, quality, responsiveness.
10:30
Deep work protected
Contract work, category analysis.
12:30
Lunch
1:15
Sales order batch 2 inbox check 2
Primary slot for international supplier follow-up.
2:30
Contracts + vendor admin
Contract renewals, vendor setup, compliance.
4:00
Daily close protected
Update scorecards. SO queue cleared.
Friday — KPI review & week clearance
7:30
Deep work protected
Action unresolved international queries.
8:30
Procurement team standup 30 min
Week-end check. Confirm team has cleared tasks.
9:00
Sales order batch 1 NetSuite
Process Friday morning SOs.
9:30
Deep work protected
Contract review, spend analysis, next week planning.
12:30
Lunch
1:15
Sales order batch 2 inbox check 2
Process afternoon SOs. Clear inbox.
2:30
Weekly KPI review
Pull weekly metrics — savings, DIFOT, cycle times.
3:30
Week clearance + next week prep
Confirm nothing is stranded. Set Monday's 3 non-negotiables.
4:00
Weekly close protected
NetSuite queue verified clear. Pen down 4:30.
Time Zones
Contact windows relative to your 7:30 AM – 4:30 PM Perth (AWST) day
Visual overlap — your working day
7:30
9:00
10:30
12:00
1:30
3:00
4:30
Detailed reference
Location Offset Their 8 AM = Perth Their 5 PM = Perth Best Perth window Strategy
Contact windows by region
China & Malaysia
Japan
India
Europe
Turkey
UK
Roles & Responsibilities
Operational discipline for core procurement functions
Allocation outcomes

→ Production

  • Item in stock, available
  • Manufactured in-house
  • Action: allocate stock in NetSuite

→ Dispatch

  • Item in stock, ready to ship
  • No production needed
  • Action: flag for warehouse dispatch

→ Purchasing

  • Item not in stock
  • Requires external PO
  • Action: raise PO with supplier
Allocation decision process
1
Open SO in NetSuite
Check item, quantity, and required date.
2
Check stock position
Available = on-hand minus committed.
3
Allocate or escalate
If insufficient stock → purchasing. If lead time breaches date → flag to sales.
4
Raise PO promptly
Select supplier based on lead time and performance.
5
Update and close record
Every SO must have a status and next action recorded.
Batch discipline
Batch 1 — 9:00 AM
Process all SOs since previous close. Aim to clear within 30 mins.
Batch 2 — 1:15 PM
Process morning SOs. International correspondence window.
Purchasing Checklist
  • SO reviewed in full
  • Stock check completed
  • Supplier selected
  • PO raised in NetSuite
  • Confirmed delivery date recorded
  • Sales notified of ETA
Weekly review rhythm
Tuesday 2:30 PM — weekly inventory review
Pull inventory report from NetSuite. Review items against reorder points. Raise POs for items approaching trigger level.
The reorder principle: A reactive reorder is a failure. A proactive reorder is the standard.
Warehouse liaison
What warehouse needs
  • Advance notice of inbounds
  • Updated ETAs
  • Correct PO numbers
What you need
  • Receipt confirmation
  • Discrepancy reporting
  • Stock location updates
Health indicators
  • No zero-stock with open SOs
  • All open POs have ETAs
  • Reorder points set for all
Import & Export Freight
Import Liaison
  • Shipment booking confirmed
  • Bill of lading / AWB checked
  • Customs documentation complete
  • Warehouse advised of ETA
Export Liaison
  • Export documentation prepared
  • HS codes confirmed
  • Booking placed with forwarder
  • Customer advised of tracking
Logistics cost analysis — Wednesday 2:30 PM
Weekly freight cost review
Cost per shipment
Identify outliers and challenge anomalies.
Freight % of order
High ratio indicates sub-optimal ordering.
Carrier performance
On-time arrival vs. ETA. Damage rates.
Supplier tiers
Tier 1 — Strategic Partners
Characteristics
  • High spend/criticality
  • Limited substitution
Management
  • Formal QBRs
  • Fortnightly scorecards
Tier 2 — Preferred Suppliers
Characteristics
  • Regular spend, reliable
  • Substitutable with effort
Management
  • Annual review
  • Monthly scorecards
Tier 3 — Transactional Suppliers
Characteristics
  • Low spend, easy substitution
  • Spot purchases
Management
  • Efficient transactions
  • Periodic price-checks
KPIs & Review
Weekly metrics — definitions and benchmarks
Friday 2:30 PM: Weekly KPI review slot. Pull metrics from NetSuite and log trends.
Savings vs. Target weekly
Savings achieved vs. weekly target.
Savings = Baseline − Actual × Qty
DIFOT weekly
Delivery In Full On Time.
DIFOT % = (In Full & On Time ÷ Total) × 100
PO Cycle Time weekly avg
Time from SO entry to PO raised.
Cycle = PO timestamp − SO timestamp
Inventory Days on Hand weekly
Days of demand met from stock.
Days = (On-hand ÷ Avg daily usage)
Overdue POs snapshot
Count of POs past confirmed delivery date.
Count = POs where date < today
Freight Cost % weekly
Freight costs as % of order value.
Freight % = (Cost ÷ Order Value) × 100
System & Discipline
Triage and time management frameworks
The 4 D's — inbox processing

Do

Under 2 mins? Do it now.

Delegate

Someone else should handle this.

Defer

Schedule it for a specific slot.

Delete / File

No action required. File it.

Priority framework
Urgent + Important
Non-negotiables. Max 3 per day.
Important, not urgent
Schedule in deep work blocks.
Urgent, not important
Delegate or batch.
Core principles
01
Batch, don't react
Two SO windows, two inbox checks.
02
Protect deep work
Guard strategic blocks with firmness.
03
Three non-negotiables
Identify the 3 things the day fails without.
Daily close checklist
Every day — 4:00 PM
  • NetSuite queue checked
  • All POs have delivery dates
  • Tomorrow's 3 non-negotiables written
Friday only
  • Weekly KPIs pulled
  • Asian supplier queries actioned
  • Monday's priorities set