Navigating the Perils of Outsourcing: Strategizing Your Success

Comprehensively Evaluate Prospective Vendors 

The most important aspect of outsourcing success is to ensure you are working with the right third-party provider. To begin your selection process, do your research to identify potential vendors. Ensure each candidate has the required capacities and qualifications to deliver on the project. Take the time to scrutinize client references, review the company’s portfolio, and contact them with any questions you have. 

Once you have narrowed down your pool of applicants, bring them in for an in-person meeting or conference call. This is an opportunity to learn more about the vendor and make sure they can be trusted to do the job. Be sure to ask for case studies and examples of successful projects they have managed in the past. 

Before selecting a vendor, make sure you have clearly outlined expectations and responsibilities in a service contract. This should include the scope of the project, a timeline, payment terms, and a defined incident response process should problems arise. Doing due diligence in advance of selecting a vendor allows companies to remain in control of the situation and adequately protect their financial, data, and reputational interests. 

Communication Is Key 

For a successful outsourcing project, communication is key. Clear and open communication will help establish and maintain trust between you and the vendor. Start by establishing expectations on how both parties will communicate and what the mechanisms will be. Will they communicate via email, phone, or video chat? Will you be using specific software, such as Slack, to communicate and monitor progress? Decide on a cadence for status updates and review meeting times that work for both parties. 

Furthermore, communication should go beyond instructions and updates on the project. You should also discuss how both parties will handle plan changes, how the vendor will alert you if they are at risk of missing deadlines and the subsequent repercussions, and how the vendor communicates any additional costs at the end of the project. 

Careful and Thorough Oversight 

While outsourcing can be a useful tool, if not done correctly, it can be a costly mistake for a business. Establishing parameters on how an outsourced project will be managed and mitigating risks is not enough to ensure success. Companies must remain active and involved to further manage client relationships, limit potential damages, and optimize the ROI of outsourcing. 

It is essential to carefully monitor the quality of the vendor’s work. To ensure the project is on the right track, it is important to periodically review the project’s components and provide feedback. This can be done through regularly scheduled meetings, site visits, or even informal sessions. Additionally, it’s important to be clear and articulate regarding any changes that could arise over time and how the vendor should handle them.