You can give people all the resources and training in the world. You can even get them fired up about UX. But let’s be real; there will always be times when they simply don’t have the time, energy, or skills to do the work themselves.

In the past, they’d come to you. And you’d do it for them. But we’re trying to get you out of that cycle. If you're going to scale your impact, you can’t be the one personally delivering on every single project.

That’s where a preferred supplier list comes in.

Why a Supplier List Is a Strategic Asset

It's tempting to let stakeholders find their own vendors. After all, there's no shortage of freelancers or agencies out there. But this approach risks quality and consistency. Not all suppliers will meet your standards, and some may be overly influenced by the stakeholder who hired them.

Instead, create a vetted list of suppliers you trust and make this list easier to use than finding vendors independently. Using your pre-approved list should feel like the obvious choice for everyone involved.

When you create, maintain, and make accessible a trusted supplier list, you:

• Ensure quality: You've already vetted these suppliers. You know they care about user experience and meet your standards.
• Avoid procurement headaches: Pre-approved suppliers make life easier for your stakeholders. No need to jump through hoops every time they need outside help.
• Speed things up: With an established list, teams can move quickly. No more weeks spent gathering quotes or drafting RFPs.
• Keep costs predictable: Many preferred suppliers offer discounted or fixed pricing in return for ongoing work. That saves money and makes budgeting simpler.
• Expand your capabilities: You can include specialists; people with niche skills like accessibility, SEO, or advanced user research. That fills gaps you and your team may not be able to cover.
• Maintain strategic control: When you control the list, suppliers know they're accountable to you, not just the individual stakeholder hiring them. That means they'll come to you if something feels off, and they'll uphold your UX principles throughout the project.
• Make the right choice the easy choice: When your list is well-organized and readily available, teams naturally gravitate toward using it rather than spending time finding their own vendors.

What to Look for in Preferred Suppliers

If you're going to stand behind these suppliers, choose carefully.

• They must get how you work. Your suppliers should follow your expectations and ways of working even when dealing with someone else in the organization.
• They need to be pre-approved. Work with your procurement team to get them set up in advance. If it’s too hard to hire them, stakeholders will just bypass the list.
• They should understand the politics. A good supplier knows not to say yes to everything just to win favor. They keep you in the loop and help hold the line when a stakeholder pushes for something questionable.

You Stay in the Driver’s Seat

A preferred supplier list doesn’t remove you from the picture; it actually keeps you more involved. You’re still part of the process, just from a higher level. You’re the gatekeeper. The advisor. The one who shapes how UX is delivered, even when you’re not the one doing the work.

And that’s exactly where you want to be.

Your Next Step

If you don’t already have a supplier list, start small. Identify 2 or 3 people or companies you’ve worked with before and trust. Add them to a shared Notion page or spreadsheet with their contact info, specialties, and any pre-negotiated rates.

Even a rough list is better than leaving stakeholders to guess, or worse still, go their own way.