May 12, 2023

5 Steps to Outsourcing

We know more than most how vital outsourcing can be to ensure the success of your business. Especially nowadays, outsourcing isn’t just preferable; it’s become necessary. In this article, we share our insights on the five key steps to maximize the benefits of outsourcing.

Step 1: Define the project’s scope

Success is in the details. You can’t outsource something if you aren’t clear on the details yourself. Start by identifying what tasks you’re looking to get done. The tasks could be anything beyond your area of expertise, tasks that require more resources than what you currently have at your disposal, or tasks that aren’t part of your core business functions.

Once you have the tasks you want to outsource, identify the goals and objectives of outsourcing. What’re you looking to get out of outsourcing? If you’re an e-commerce store owner, this could look something like outsourcing your social media marketing and having the goal and objective of having more followers, getting more likes and comments, and improving sales. Ensure you have the exact desired numbers, so your outsourcing partner knows what you’re looking for and can plan on how to achieve those numbers.

Step 2: Find the right partner

Finding the right outsourcing partner can be a make-or-break situation. Take your time to find an outsourcing partner with the necessary skill set and a track record of not just getting the job done but getting it done well.

Before committing to an outsourcing partner, look through their portfolio of work and read reviews. Speak with colleagues and business owners with experience working with the outsourcing partner.

Prioritize the experience of the outsourcing partners you consider. Have they done similar work to what you’re requesting? What’s their track record of success? How confident are you that they’ll deliver the results you want? Do they have the skills and technology to get the job done well? The answers to these questions will be crucial.

Step 3: Establish clear communication

To get the results you want, you need to communicate well. As mentioned above, you must have clearly defined goals and objectives before outsourcing. Once you know what you’re trying to achieve, relay that to the outsourcing partner so everyone’s on the same page.

Part of clear communication is to ensure roles and responsibilities are clearly defined to avoid confusion. Both parties must be clear on what’s expected and who’s responsible for what.

Once the project has been outsourced, communication remains crucial. Throughout the process, ask for updates from the outsourcing partner and stay in the loop. Provide any necessary feedback to make the completion process smoother. Have weekly or bi-weekly meetings via Zoom or in-person to remain on the same page.

Step 4: Set Clear Expectations

This step overlaps with what we’ve already mentioned, but still, it’s so important that it deserves its own step. Be clear with what you want, and don’t assume that the outsourcing partner knows vital information without clarifying it. This information includes performance metrics and project timelines.

Make a list of key performance indicators (KPIs) that measure the success of your outsourcing partnership. These KPIs should measure the quality of the work done, if the project was completed on time, cost-effectiveness, and other relevant factors. Make sure that the outsourcing partner knows these KPIs well in advance.

Communicate exactly when you want the project to be completed. This gives the outsourcing partner enough time to plan. Establish a timeline for each aspect of the project and set clear deadlines to guide the outsourcing company.

Finally, be clear about deliverables. What’s the final product? How do you want it to look? Clarify everything. Don’t leave anything to assumption.

Step 5: Monitor Progress and Provide Feedback

This may be the last step, but it’s crucial nonetheless. After assigning the project, check in frequently to monitor the progress of your project and provide any necessary feedback. This ensures that any issues, such as those related to quality, timeliness, and communication, are immediately resolved.

Don’t that forget feedback works in both directions. Always be open to receiving constructive criticism from the outsourcing partner. This will allow future projects to be seamless and promote maximum efficiency going forward.


As we head into the future, outsourcing isn’t just a nice tool; it’s becoming vital for businesses to maximize growth. Having said that, outsourcing isn’t just a one-size-fits-all solution that you can apply half-heartedly. By following the steps outlined in this article, you’ll be well on your way to minimizing inefficiencies and achieving goals faster.

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