1. Calculate Average Response Time
For each seller, calculate their average Hours to Respond
KAKOBUY Spreadsheet: How to Monitor Seller Communication Speed
2025-12-08
Track response times to assess reliability and predict potential delays in your supply chain.
In the world of sourcing and importing, timely communication is often the most accurate predictor of a smooth transaction. Delays in responses from suppliers can signal logistical issues, inventory problems, or simply a lack of professionalism. The KAKOBUY Spreadsheet
Why Tracking Response Time is Critical
Seller responsiveness is a key indicator of overall reliability. A supplier who communicates promptly is more likely to be transparent about production status, proactively address issues, and meet shipping deadlines. Conversely, consistently slow responses often precede delays in sample approval, production, and shipping. By tracking this metric, you can:
- Assess Reliability:
- Predict Bottlenecks:
- Make Data-Driven Decisions:
- Improve Your Own Process:
- Predict Bottlenecks:
Setting Up Your KAKOBUY Communication Tracker
Create a dedicated sheet or section within your master sourcing spreadsheet with the following columns:
| Column Header | Purpose & Data to Record |
|---|---|
| Supplier Name | The name of the company or sales contact. |
| Inquiry Date/Time | The exact date and time you sent a message (email, message on platform, etc.). |
| Message Topic | e.g., "Initial Product Inquiry," "Sample Feedback," "Production Update Request." |
| Response Received Date/Time | The exact date and time you received a substantive reply. |
| Hours to Respond | Calculated field: (Response Time - Inquiry Time). Use this for analysis. |
| Response Quality Score (1-5) | Rate if the reply was complete, addressed all questions, and was helpful. |
| Notes / Next Steps | Brief context, tone, or agreed actions. Flag if follow-up was needed. |
How to Use the Data: From Tracking to Prediction
Merely recording data isn't enough. The power lies in analysis:
2. Identify Trends and Patterns
Do responses slow down after payment? Does communication drop on weekends? Graphing response times over the course of an order can reveal patterns that help you anticipate silence and plan accordingly.
3. Correlate with Actual Delays
The ultimate goal is prediction. Review past orders: Did a sudden increase in response time (e.g., from 4 hours to 48 hours) precede a missed shipment date? Establishing this correlation turns your tracker into an early-warning system.
4. Integrate into Supplier Scorecards
Combine the quantitative response time data with quality scores and notes to create a comprehensive supplier scorecard. This becomes your key reference for future sourcing decisions.
Best Practices for Effective Monitoring
- Be Consistent:
- Context Matters:
- Define "Response":
- Automate Calculations:DATEDIF
- Review Periodically:
- Context Matters: