Post by BlueGrid Team 
July 17, 2023 | 
If you search “Advantages of outsourcing” on Google, you’ll find many websites talking about how perfect business process outsourcing is. But the truth is, BPO (business process outsourcing) might have several disadvantages that, if not handled effectively, could damage your workflow.
So, if you want to outsource some tasks, keep in mind you could face a few problems like
- Quality control issues
- Communication challenges
- Loss of control over processes
- Cultural differences
- Security and Intellectual Property Concerns and others
However, we are not here to discourage you. We are here to help you to avoid these problems in the best way possible so you can reach the maximum from outsourcing.
How to improve the outsourcing process?
Here is a list of things you can do to make your outsourcing process more effective:
- Choosing the Right Outsourcing Company
- Defining Expectations and Responsibilities
- Maintaining Communication
- Building a Strong Relationship with BPO Company
- Monitoring and Quality Control
- Fostering a Culture of Transparency
- Evaluating and Improving
- Providing Valuable Information
Let’s talk more about each of these.
Choosing the Right Outsourcing Company
Choosing the right BPO company is like choosing a new team member (just without external fees like promoting a hiring ad, making hundreds of interviews, and more). But in this case, “new member” can cover (almost) any field you need.
However, some parts of the process are the same: Make sure to do detailed research, collect references, and evaluate the company’s qualifications and experience.
Keep in mind that some outsourcing companies are specialized in some fields. Take a look at their Case Studies or Portfolio. See how they helped some companies in the past and, if it’s in your niche, try to imagine how it would look to collaborate with them. Maybe it could be the best decision of your life (or a disaster, who knows).
Defining Expectations and Responsibilities
Let’s go back to a comparison with a new team member. Would you expect that person to solve every problem your company has, make you hundreds of thousands dollars every day, or double your income after a few days? Probably not.
Stay realistic when it comes to planning on outsourcing some tasks. Put on paper every repetitive task that you or your team don’t like doing or task that distracts you from core business operations.
Before starting a partnership with a BPO company, make sure that both parties are aware of expectations, goals and budget. By doing this, you will avoid any misunderstandings and set clear achievable goals.
Maintaining Communication
Any relationship or partnership requires communication. While outsourcing, most of the time you won’t be in any physical contact with your partners or outsourced individuals.
To avoid any possible problems, plan when and how to maintain communication. Establish a communication platform that both parties are comfortable with and ask for daily, weekly or monthly reports – depending on your needs.
Scheduling regular touchpoints for updates can help to keep everyone informed. To keep everyone connected and reachable, don’t just rely on communication on emails. Use video conferencing, and instant messaging, especially if you need to stay in everyday touch.
By doing this you’re not only avoiding communication issues but also building a strong relationship with your outsourcing partner (which we will cover in the next section).
Building a Strong Relationship with BPO Company
Open and honest communication is the only stable foundation for the outsourcing process. Be open and honest, but respectful while talking with your partners. That doesn’t apply only when problems arise.
Work on preventing problems – if you think there’s a need to change something, bring that up at the next meeting. These companies are there to help, so any positive or negative feedback will establish the next step to improving your business.
Monitoring and Quality Control
And, no, monitoring doesn’t mean you need to stay 24/7 with your outsourced individual and track every step they make. But it also doesn’t mean you should leave them to do what you need and check on them every 6 months.
However, occasional check-in would be a great way to follow a workflow and what your collaborators are doing. And once again, this doesn’t mean a company should ask for a 20-page long report every day. But if your needs (or suspicions) require an everyday report, it’s enough to just check with your BPO company through instant messages, a short call or an email.
This way you can be sure that your outsourcing partner regularly produces high-quality results which fulfill your requirements and improve your business.
Fostering a Culture of Transparency
In any relationship, transparency is necessary, and outsourcing partnerships are no different.
Building trust and encouraging open communication between your business and BPO company is easier by fostering a culture of transparency. Further, it ensures that everyone is on the same track, works on the same goal and improves in the same direction.
By saying goals, we don’t mean just phrases like “let’s double our income”. Plan goals for every month, week or even day. Stay focused on objectives and share them with your outsourcing partner.
Don’t be scared to confront any potential obstacles right away or have difficult conversations. The outsourcing process will go more smoothly if both sides are open and transparent with one another.
Doing this, you’ll build a positive and productive workplace.
Evaluating and Improving
Outsourcing is not for making friends and connections. It’s there for saving time and making money. That’s a fact.
In practice, any outsourcing partnership can lead to some changes (good or bad). After some time, take a step black. What areas do you recognize that can be improved? What things could your BPO company do to help you improve your business even more? You can make sure that the outsourcing partnership stays on track and keeps bringing benefits by analyzing and upgrading it.
Does it sound a bit like self-improvement? That’s exactly the point! When you’re building a partnership, act from the start like that’s the improvement for you and your company.
Providing Valuable Information
Sharing important information, even if you’re not that comfortable with sharing some of them, can help both parties to agree on what is the best approach to the business itself. Relevant information can help your BPO company create clear and concise instructions and work paths.
Sharing valuable information is also important for communication and, as we already mentioned, for building a stronger partnership. Sometimes, some details can save you months of researching and setting a clear goal.
Of course, this doesn’t mean you should give a credit card number right away but don’t be so suspicious about sharing some secure data. Any information you give to the outsourcing company is safe within the contract. Remember, they’re not there to judge you, but to help you build your business and make you a representative in your area of work.
Should you work with an outsourcing company?
Let’s take a short recap on this topic!
So, as we already mentioned, a BPO company is a great way to help you organize and maximize your outsourced workforce. However, there are many more things that an outsourcing company can do for you, even before you get a new team member.
- Analyzing your needs and expectations
- Developing a job specification
- Planning the recruitment strategy
- Searching for the perfect candidate
- Reviewing potential candidates
- Making interviews
- Choosing the right candidate
- Educating them about the role and company’s culture
- Tracking and analyzing their work
Now, you’re aware of outsourcing’s drawbacks, but also of how to avoid them. Now, you might think that outsourcing is the perfect replacement for employees. Well, it’s not. At least not in every case.
But, indeed, outsourcing can drastically improve your business. It’s up to you.
Are you willing to try?
