From the outset, it is essential to set your expectations in terms of how you want to formulate and maintain your relationship with your outsourcing provider.
Outsourcing services offer many benefits, from increased efficiency and productivity to cost savings. And today, there are many high-quality outsourcing companies in industries such as software development and information technology (IT).
But for some, giving up control can be a challenge, especially when working with a new supplier. How do you maintain oversight when outsourcing without micromanaging?
Have a frank discussion with the provider from the beginning
From the outset, it is essential to set your expectations in terms of how you want to formulate and maintain your relationship with your outsourcing provider. Discuss not only what you want your partner to do, but also how you expect to keep up with benchmarks, overcome obstacles, and – of course – maintain oversight throughout the project.
Give the supplier the opportunity to express their own ideas, including any concerns or questions you have. This will help ensure all cards are on the table.
Articulate goals
What do you want to get out of this partnership? What are your goals for the project? Make your objectives clear to the supplier – otherwise, how can you expect them to meet them? Your job is to formulate your requirements and results, while the provider's job is to determine the best path to achieve them and execute that plan.
There are many different models your partner may employ when working toward these goals, and part of maintaining your role in the process is discussing the model that will be best for your project. Your provider will advise you based on their knowledge and experience, but ultimately the decision will be yours.
Choose the right provider
One reason you may have difficulty relinquishing control is that you are not completely comfortable with your practices and methodology. Trust is an important aspect of your working relationship, and without it, you are bound to encounter problems. That's why it's essential to choose a company that is right for you and your business.
To choose a partner who will complement you, consider factors such as:
- Where the vendor's expertise lies, in terms of the industries they have completed projects in and the resources they have offered.
- The location of the outsourced company.
- The language and culture of the supplier.
- Their experience with your specific needs.
Identify communication strategies
Having a solid system for communicating and staying up to date on your provider's efforts will help give you some peace of mind and allow you to observe their efforts without being overbearing.
Regular check-ins via a video conferencing platform like Zoom or Skype can be very helpful – you can receive weekly or fortnightly updates on progress and any information you need to know. Informal communication through a platform like Slack can also help. Consider using a project management tool to help you oversee the entire process remotely as well.
Have a responsible person
Part of the reason you probably hired an outsourcing company is to take tasks off your plate and free up time. This means you don't want to deal with the nitty-gritty details of a project that are in someone else's hands. But to stay in control, you'll still need to stay on top of your efforts.
One way to maintain this oversight while also reclaiming time is to designate a person responsible for the project, such as a project manager . The outsourcing partner will contact this individual on all project-related matters. This will also reduce confusion and avoid the chaos of having too many people involved and giving instructions.
Clearly define roles
When you outsource your project, the company will likely have an infrastructure in place with functions essential to completing the product. But your employees will also be involved in the process — after all, this doesn't happen in a vacuum. It is important that everyone understands their role in relation to the project.
For example, in the case of software development, your in-house technology team may be working closely with third-party developers on different aspects of the project, so you will need to be clear about who should do what so that no one oversteps. .
Get your resources in order
While your partner team will have the necessary equipment and employees to complete your project , there are some tools that may be unique to your organization and way of doing things that will require some explanation. For example, perhaps you use specific project management tools that your supplier will need access to.
It's important to find out what resources your vendor will need before starting the project so you can step back and let them work. You want them to have all the necessary tools at their disposal so you can focus on other priorities.
Keep shared risk in mind
In many cases, working with an outsourcing partner means you are sharing risk . This means that you both have a stake in the success of the project, as you have both invested time, money and resources.
Because it is a partnership, you must act as equals. This is your project, but your partner also has something at stake. Have discussions rather than giving orders. Make sure you listen to what your partner has to say – they have the experience to back up their advice.
Recognize that there will be obstacles
Of course, you will encounter difficulties when outsourcing any project. As you probably already know, nothing goes perfectly well all the time in the business world. Consider a transition period when you will both have to adjust to each other's norms and work styles and try to be patient. Also be open about any concerns you have along the way – this will allow your partner to resolve them.
It can be difficult to give up control when you are a leader, but it is necessary when you outsource work. You are making this decision to take advantage of the experience and gain efficiency and productivity. The first step to making this happen is knowing when to step back and let others do what they need to do.
