The number of third-party vendors continues to grow across every industry. From software tools to data processors and service providers, organizations now rely on more external partners than ever before. But as the vendor list grows, so does the risk, and many security teams are left to manage it all with the same small staff.
If your team is stretched thin and your vendor ecosystem keeps expanding, you are not alone. The good news is that it is possible to build a strong and scalable third-party risk program without increasing your team size. Here is how.
1. Start with a Simplified Tiering Model
Not all vendors present the same level of risk. A common mistake in TPRM is applying the same depth of assessment to every vendor, regardless of their access level or function.
What to do instead
Define a risk-based tiering framework. For example, Tier 1 might include vendors with access to sensitive data. Tier 3 includes vendors with no data access or limited integration.
Use a short intake questionnaire to determine a vendor's tier automatically.
Apply assessment depth according to tier. This saves time and resources where it matters most.
Expert perspective
You do not need 150 questions for every vendor. Prioritizing effort based on risk keeps your team focused and prevents burnout.
2. Automate Vendor Onboarding and Assessment Workflows
Automation is your team’s best friend when scale is the goal. Many manual steps like sending questionnaires, collecting documents, and tracking due dates, can be automated with the right platform.
What to do instead
Use a vendor risk platform that automates questionnaire delivery and reminders.
Set conditional logic in assessments so vendors only see relevant questions.
Track vendor submissions and evidence in a centralized dashboard.
Expert perspective
Automation does not replace your team. It gives them time back to focus on critical risk decisions instead of chasing paperwork.
3. Build Reusable Questionnaires and Scoring Models
Creating a new assessment from scratch for every vendor is not scalable. By developing reusable assets, you improve consistency and cut down cycle times.
What to do instead
Develop standardized questionnaires aligned with industry frameworks like ISO 27001 or NIST CSF.
Build a repeatable scoring system that aligns with your internal risk criteria.
Reuse these templates across vendors, adjusting only where necessary.
Expert perspective
Consistency reduces errors. Reusable tools bring predictability to an otherwise unpredictable workflow.
4. Leverage Managed Services for High-Touch Tasks
Some assessments require deep review or vendor interviews, especially for critical vendors. These high-touch tasks often eat up the most time and are the first to stall when your team is overloaded.
What to do instead
Outsource detailed reviews such as SOC report analysis or follow-up interviews to a trusted TPRM partner.
Define service level expectations and risk scoring thresholds to keep vendor evaluations aligned with your policies.
Use internal staff for oversight and final decisions, not for doing all the heavy lifting.
Expert perspective
Scaling does not mean doing everything alone. Managed services bring expertise and bandwidth when your team needs it most.
5. Integrate with Tools Your Team Already Uses
A scalable TPRM program must live where your team works. That means integrating assessments and alerts into your existing workflow tools.
What to do instead
Integrate your vendor risk platform with email, ticketing systems, and documentation tools.
Push reminders and updates into Slack or Microsoft Teams for quick visibility.
Sync tasks with platforms like Jira or ServiceNow to track progress without switching systems.
Expert perspective
Context switching is costly. When vendor risk tasks are integrated into daily workflows, your team works faster with less friction.
6. Monitor Risk Continuously, Not Periodically
Annual assessments are no longer enough. Vendors change frequently, and risks can emerge in between cycles. Continuous monitoring helps you stay ahead without manually revisiting every vendor.
What to do instead
Set up continuous monitoring for news alerts, data breach notifications, or threat intelligence tied to your vendors.
Use automated tools to flag significant changes in vendor posture.
Re-assess vendors only when signals warrant it, rather than doing it on a fixed schedule.
Expert perspective
Continuous monitoring replaces guesswork with real-time awareness. This gives you control without adding headcount.
7. Communicate Value Through Metrics and Dashboards
Leadership needs to see results to justify investment. A scalable program must also include clear reporting that communicates performance and value.
What to do instead
Track key metrics like number of vendors assessed, average time to complete, risk distribution, and remediation rates.
Use dashboards to share progress with leadership.
Tie outcomes to business goals such as compliance alignment, data protection, or reduced breach risk.
Expert perspective
What gets measured gets funded. Clear reporting turns vendor risk into a business conversation, not just a security checklist.
Final Thoughts
Scaling a third-party risk program without growing your team is not just a tactical challenge. It is a strategic opportunity. With the right tools, workflows, and mindset, you can protect your organization more effectively and position your team as a strategic asset.
To recap:
Use vendor tiering to focus effort where it counts
Automate onboarding, assessments, and reminders
Standardize questionnaires and scoring
Leverage expert partners for deep-dive tasks
Integrate TPRM into everyday tools
Shift from periodic to continuous monitoring
Prove value through metrics and reporting
You do not need more people. You need a smarter process.
