For some of the biggest businesses worldwide, outsourcing has become a common practice. The decision to outsource business processes is a huge move, which can make or break your company. If done correctly, it can help you scale your business and maximize the use of your resources. But one wrong move and without proper preparation, it can risk your brand’s reputation. The good thing is there are ways for you to make the most of your arrangements with an outsourcing company. From the moment you start your search until the time you start operating with an outsourced team, there are a number of things that you should look after so as to optimize your outsourcing arrangements.
1. Be specific about your needs
The most important aspect when it comes to setting up your outsourcing arrangement is your specificity. See to it that you create a list of what you are expecting to get from outsourcing your business processes. You should also identify what processes you need to outsource and what your reasons are for doing so. Every decision that you make and every item that you specify once you start outsourcing will have an impact, either positive or negative, towards your business.
2. Vet your outsourcing company choices
Once you have prepared a list of your outsourcing needs, you can now look into the various outsourcing companies that can provide you with the services that you need. See to it that they can provide you with a streamlined solution that is suitable for your business. Other things that you should take into account is your budget, their capacity, turnaround time, quality procedures, communication processes, operational guidelines, and scalability. Keep in mind that you are choosing to outsource to make the most of your resources, so if it will not make sense to invest in a partnership with a specific outsourcing company, then you might want to rethink your decision of working with them.
3. Setup a trial run
Once you have narrowed down your choices of outsourcing companies, you can now contact your top choice on the list and set up a trial period with them. Why is a trial period needed? Because this will help you evaluate if an outsourcing company’s overall processes suit your business needs. During the trial period, make sure that you document the outsourcing provider’s productivity, their ability to meet deadlines and if they are meeting your quality targets. This period will also allow you to identify any potential problems that may come up and be able to mitigate them in the future in case you decide to push through with your partnership.
4. Document all arrangements and agreements
Once you have identified the right outsourcing partner for your business, you should see to it that everything within your arrangement is documented properly. This is to make sure that everything you have discussed and agreed upon is done and that accountability and responsibility is clearly specified. This way, in case of any legal conflicts, you will be covered and proper actions can be taken.
5. Prepare a transition plan
Transitioning from an in-house to an outsourced set up can be tricky, but with the right preparation and transition plan, you are off to a good start. This is why it’s also important that you learn about how your outsourcing provider handles transitions. Do they already have a tried and tested plan on how to do it accordingly? What should you expect from this transition and what role will you play here? Do you need to assist them in training the outsourced team so that they are familiar with your business and your processes? If there will be training, how will it be done? Virtually or in-person? Identifying every process involved during this transition will help you go through this phase smoothly.
6. Keep track of performances and review regularly
Gathering data about your performance will allow you to evaluate your current setup and understand how your decision to outsource has impacted your business processes. This will also help you make sure that your outsourcing team is constantly committed to delivering topnotch business solutions as per your agreement. Monitoring your business’ performance will also help you create an improvement plan, not just for your outsourcing partner, but also for your own company.
7. Establish clear communication lines
To help you maintain a harmonious relationship with your outsourcing partner, it’s important that you set up clear communication channels with them. Identify a point person from within your company and clarify how you can acquire support anytime you need it. Apart from your regular communications, you should also set up weekly meetings so that you can discuss any issues or changes that you and your provider might have to talk about.
Choose the Right Outsourcing Partner
When it comes to finding the right outsourcing provider, you will need to take into account your business needs. This is why the first thing you should do to optimize your outsourcing arrangements is to create a list of your business needs. With an experienced outsourcing company, you can rest assured that everything that you need to keep your business operational is provided. Here at Assivo, we understand how intimidating the whole outsourcing process can be, especially if you haven’t done this yet. But with our guidance, we can help you create the right outsourcing plan that suits your business, so that you can run your business and make the most of your resources. Contact us today for a consultation and we will provide you with the support you need to learn more about outsourcing and make the most of this business tool to scale your business.