The pharmaceutical industry thrives on precision, innovation, and the relentless pursuit of better outcomes. Yet, when it comes to medical communications support, many companies fall into a trap: sticking with the same old vendors simply because they’re already in the system. Over the years, I’ve seen this scenario play out countless times.
It’s easy to see why this happens. Vendor approvals are tedious. A familiar purchase order number is already in place. New hires are too busy learning the ropes to challenge the status quo. But this reliance on convenience often comes at a steep price – one that’s paid in quality, efficiency, and ultimately, the success of your projects.
The Comfort of Familiarity - and Its Hidden Costs
Imagine this: You’re a medical affairs professional managing critical documentation for a groundbreaking product launch. The vendor you’ve inherited is already integrated into the company’s procurement system. On paper, it’s the path of least resistance.
But then the project begins, and cracks start to show. The deliverables are generic, revisions pile up, and what should have been a streamlined process turns into months of frustrating back-and-forth. Deadlines are missed, timelines stretch, and the end product – while serviceable – falls short of excellence.
Why does this happen so often? Because for many large, multi-service vendors, your project is just another job in a sprawling portfolio. Their focus is on managing volume to be able to pay their staff, not crafting nuanced, high-quality work that takes time. Internal administrative overhead eats into the time and resources that could be spent tailoring deliverables to your needs. What you end up with is often mediocrity, dressed up as efficiency, at a premium price.
The Challenge of High Turnover in Pharma
Pharmaceutical companies face another persistent issue: high turnover rates in medical affairs and product management roles. New hires spend months learning systems, processes, and policies before they can even begin making an impact. By the time they’re ready to evaluate vendor relationships, they’ve often defaulted to what’s already in place (and gave up trying to manage work load).
It’s understandable. When juggling onboarding, approvals, and project management, it’s hard to find time to reassess long-standing partnerships. But this cycle perpetuates mediocrity. Without a critical eye on vendor performance, outdated decisions remain unchallenged, and the opportunity to improve outcomes is lost.
The Quality Conundrum
Large vendors may seem like the safe choice, but they often fall short in delivering truly exceptional work. Why?
- Your project is just another task. They juggle hundreds of clients and prioritize throughput over attention to detail.
- Rigid corporate structures. Internal processes and administrative layers create inefficiencies, leaving less time for the actual writing.
- Generalists over specialists. Teams often lack deep knowledge of your therapeutic area, leading to superficial or inaccurate content.
- Pressure to meet budgets and timelines. This focus can overshadow the need for quality, leaving you with work that’s just “good enough“.
The result? You’re paying top dollar for work that fails to meet the high standards of your field, adding stress and delays to your already complex projects.
Breaking Free: The Case for Passionate Expertise
So, what’s the solution?
It’s time to rethink the way medical communication partnerships are approached. Instead of defaulting to large, impersonal vendors, consider the value of working with passionate, specialized, medical communication experts that offer tailored services.
Here’s what sets them apart:
- Deep knowledge: Independent specialists immerse themselves in your therapeutic area, bringing insights that staff of large vendors often miss due to time constraints.
- Flexibility and adaptability: Without rigid corporate constraints, they can pivot faster to meet your needs.
- Personal investment: Passionate writers take pride in their work, going above and beyond to deliver exceptional results, regardless of hours spent.
- Cost-effectiveness: Their work often requires fewer revisions and delivers higher quality, saving you time and money in the long run.
Imagine collaborating with someone who treats your project not as just another assignment but as an opportunity to excel. The difference in quality, attention, and impact is undeniable.I

Rethinking Vendor Selection: A Strategic Approach
Breaking free from the comfort of legacy vendors isn’t easy, but it’s essential.
Here’s how to get started:
- Audit your current vendors: Assess whether their work truly meets your needs. Look at quality, timeliness, and overall impact.
- Explore new options: Don’t limit yourself to the existing vendor list. Seek out independent experts with proven experience in your therapeutic area.
- Prioritize quality over convenience: While onboarding new vendors may feel daunting, the long-term benefits far outweigh the initial effort.
- Rethink the RFP process: Move beyond outdated checklists. Focus on passion, expertise, and the ability to deliver tailored solutions.
- Invest time in evaluation: Thoroughly vet potential partners. This investment upfront will save you time, money, and stress down the road.
A Call to Action for Medical Affairs Leaders: Choose Excellence Over Ease
At the heart of this conversation is a simple truth: Excellence requires effort. It’s tempting to stick with what’s familiar, but the cost of convenience can be immense, for your projects, your team and, trust me, even your well-being.
Challenge the status quo. Evaluate your vendors with a critical eye. Be bold in seeking out partners who bring expertise, creativity, and passion to the table.
By prioritizing quality and innovation, you’re not just improving your medical communication assets. You’re setting the stage for better outcomes, greater efficiency, and a stronger impact on the patients who depend on your work.
It’s time to break free from mediocrity and embrace the power of passionate expertise. The future of your projects, and your success, depends on it.
Don’t forget to give Medtextpert a spot in your next vendor evaluation – because excellence in medical communications is worth it!
Acknowledgement:
I used ChatGPT to help rephrase some passages. I reviewed the AI-generated text thoroughly, edited it as needed and take full responsibility for the content.