Outsourcing is one of the most popular and effective ways to increase productivity. With it, companies manage to free up resources and utilize highly-skilled staff outside their own borders. Many employees actually spend a large part of their time searching for the best companies to outsource tasks and projects.
But this practice has its dark side, as some organizations unknowingly or unwillingly let third-party professionals access sensitive information. Outsourcing becomes a risk when proper security measures are not implemented beforehand.
In order to make sure that outsourcing processes work smoothly from day one, we have created a list of 10 things you should do before hiring an external team:
1. Know Before You Go –
Check Your Legal Situation before Signing Any Contracts
It’s important to make sure that outsourcing your tasks or projects won’t get you into legal trouble. Make sure the laws of your country allow the necessary work to be done, and by a certain type of company, too. Try to avoid working with companies that are not registered in your country.
2. Know Your Company’s Needs –
Do You Need Someone On-Demand Or Do You Want Long-Term Partnership?
There are different types of outsourcing models for every business, so it’s crucial to decide which one will fit your best before contacting any companies. If you want an external team available whenever you need them, hiring someone on demand might be perfect for your needs. On the other hand, if you value long-term partnership and you want to build a serious relationship with your chosen company, choosing a provider will be more suitable.
3. Work out a Detailed Scope of Work –
What Are Your Expectations? What Do You Require Exactly?
A detailed scope of work helps companies understand your requirements and expectations in a better way. It also ensures that both parties have the same level of knowledge about what needs to be done, which boosts accountability and transparency.
4. Involve Decision-Makers from Day One –
They should be in control of the process and its fulfillment from start to finish
It’s crucial that all stages of collaboration are controlled by internal staff only. As they know the most about their business processes, managers are usually the best team members to take care of them.
5. Specifications and Instructions –
Put Your Requirements in Laymen’s Terms
It is important to be as detailed as possible when providing information about what you expect from your chosen company. Write down your requirements under the form of specific descriptions, use numbers and other measurement units whenever possible, avoid technical jargon and always provide an explanation for each requirement. Be aware that the more specifications you provide, the easier it will be for professionals to deliver exactly what you want in a timely fashion.
6. Involve Legal Team –
They Should Have All Information Available Before Other People Do So They Can Think Of Legal Implications and Suggest Any Necessary Changes to the Outsourcing Agreement
Only involve the legal team once the agreement is ready and has been reviewed by external parties. Legal professionals can review your outsourcing contract and tell you all about its weak and strong sides suggest changes and provide helpful tips for future reference. This way, you will be able to sign a legally binding document without any concerns.
7. Monitor Performance –
Analyze the Process and Evaluate How Well It Is Going After an Initial Period of Time (Usually 30 To 60 Days)
It’s crucial that your company constantly monitors how well the whole process is going after an initial period of time. Perform regular analyses and monitor changes in performance either online or offline on a regular basis to make sure proceeds as expected by both parties.
8. Take Responsibility –
Make Sure the Outsourcing Agreement Does Not Shift the Responsibility from Yourself to Your Contractor, As It Is You Who Are Deciding When to Hire an External Company and Who Will Be Held Responsible If the Work Does Not Get Done Properly
Check your outsourced company’s terms of service to be sure that you are not taking on another party’s responsibilities. This way, no one will ever hold you responsible for anything related to the work or services provided by an external team if something goes wrong.
9. Don’t Break the Law –
Always Check Whether What You Are Offering To Pay For Is Ethically Justified or Not and Do Not Try To Avoid Taxes by Staying With an Offshore Contractor
Make sure that your company does not offer any services for free or ask their employees to work unpaid overtime. If you are paying for a service, make sure it is fair and ethical. Do not break the law by avoiding taxes or anything similar. Such actions will come back at you eventually after all. You don’t want your company’s reputation to be damaged just because of some offshore contractor.
10. Plan Ahead and Stay With Agencies That Can Handle Your Needs –
You Should Be Able To Communicate Effectively With the Companies You Work With, Especially When Things Get Tough
Always check the type of companies that are available to help your business grow and stay with them if you had a great experience with them before. If you plan ahead, it will be much easier for you to choose the best possible way to handle outsourcing tasks for your company instead of being overwhelmed by tons of offers at once. It is also important that you keep in touch on a regular basis so you can reduce the chances of all kinds of problems appearing along the way or be able to negotiate better when they do appear.
The best way to deal with outsourcing is by not being hasty and choosing companies carefully. When planning ahead, it’s important to have everything clearly defined so no one will be left behind. Decide on your budget, what you are willing to pay for certain services or work done, involve the legal team only if needed, monitor performance regularly, and take responsibility for anything related to the outsourced contract of obligations gradually. If you stick to these 10 simple rules of conduct when dealing with outside services providers, there is nothing that can stop your business from growing fast enough in a short time!