How do you measure cycle time?

Start the clock when someone raises a purchase request. Stop it when the goods or services arrive. Use the same start and end points every time, so one month compares fairly with the next.

Most cycles pass through the same stages: request, approval, sourcing, purchase order and delivery. Record the date each stage starts and ends.

Timing each stage on its own shows you where the time goes. The total tells you how long people wait. The stages tell you why.

Where do requests stall?

Approvals are the usual suspect. A request may need sign-off from several people. Each one can sit in an inbox for days.

Sourcing is next. If there is no approved supplier for an item, the buyer has to get quotes, check the supplier and agree terms before an order can go out.

Unclear requests also slow things down. When a request is missing a budget code, a quantity or a spec, it goes back and forth before anyone can act.

Seven ways to cut the wait

Each fix targets one of the stalls above. You do not need all seven at once. Start with the stage that holds requests the longest.

  1. Set clear approval limits. Low-value requests that are within budget can skip extra sign-offs.
  2. Use a standard request form. Required fields stop incomplete requests at the start.
  3. Build catalogs for repeat buys. Staff pick from approved items at agreed prices.
  4. Use approved supplier lists. Buyers skip the search for common categories.
  5. Agree framework contracts. Terms are set once, so each order does not need a new negotiation.
  6. Send orders digitally. Orders reach suppliers straight away, with no printing, scanning or re-keying.
  7. Track every step in one place. Everyone can see where each request stands, so slow steps stand out.

What to track each month

Track the full cycle time. It tells you whether things are getting better.

Track the time spent in each stage. Approval time and sourcing time often show where to act next.

Look at the slow cases as well as the typical one. A few very slow requests can hide behind a good average. Share the numbers with the people who approve and buy. Agree one change at a time, then check whether the wait got shorter.