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As an ex virtual assistant, I’m all too aware of the potential pitfalls on both sides of the outsourcing partnership. So, to save you the heartache, I’ve compiled a list of the five most common outsourcing mistakes.
Whether you're outsourcing content creation, admin, website design or anything in between, read on to make sure you're not making these easily avoidable errors and to give you the best possible chance of picking the right person for the job.
Choosing the Wrong Outsourcing Partner
Outsourcing can be a game-changer for your business, but making informed decisions is crucial when selecting an outsourcing partner. The wrong choice can wreak havoc on your time and finances. It can even have a knock-on effect on your client relationships.
Beware of the Cheapest Option
When considering outsourcing, choosing the cheapest option to save money is tempting. However, this can be a mistake. Remember, low-cost providers often offer their services at rock-bottom prices for a reason. They might lack experience, compromise on work quality, or provide little-to-no customer service.
Instead, focus on finding mid-range providers with a good reputation and a proven track record. While they may not be the cheapest, they will offer a better balance of cost and value.
Thoroughly Vet Candidates
It's essential to go beyond initial impressions and look further into potential candidates' capabilities. Take the time to check their references, read reviews, review portfolios, and assess their previous work. Ask questions about their experience, processes, and vision for your project. Taking a little extra time at this stage will help you determine if they are the right fit for your needs.
Communication and Compatibility
Effective communication is central to any successful outsourcing partnership. Ensure your potential partner understands your goals, expectations, and project requirements. Look for someone who actively listens, asks clarifying questions, and provides open communication channels.
Compatibility in work style, culture, and values is also beneficial to a smooth collaboration. Assessing these factors during the selection process can save you from headaches down the road.
Not Clearly Defining the Scope of Work
When you first start outsourcing, finding freelancers or agencies and throwing projects at them to get the work off your plate can be tempting. However, failing to define the scope and expectations upfront is one of the biggest outsourcing mistakes. My recent blog post "Rethinking Outsourcing: Why It's Not Always the Best Solution" looks at why it is super important to determine what you should be outsourcing, and who to.
Before you even start looking for help, take the time to detail the specific tasks, responsibilities, and outcomes for any task or project. Determine what success looks like and note the key performance indicators you’ll use to measure it. Be as thorough as possible in documenting requirements, processes, and timeframes. The more information you can give, the better equipped your outsourcing partner will be to deliver the right results.
Even better, consider using apps and tools such as Loom or Scribe. These tools can help you easily create training notes and videos, making it easier to communicate your instructions effectively. Remember, the clearer your instructions, the easier and quicker the handover process will be.
To lower the risk and test compatibility, starting small with a trial project before committing to anything long-term is a good idea. This allows you to assess the outsourcing partner's performance, communication, and ability to meet your expectations. If the trial project goes well, you can confidently move forward with a long-term commitment.
Failing to Set Clear Expectations
When outsourcing work, one of the biggest mistakes you can make is not clearly defining what you expect from your contractors or freelancers. Setting unrealistic expectations for the outsourcing arrangement regarding costs, timelines, or quality can lead to disappointment and dissatisfaction on both sides.
Put everything in writing. Don’t just discuss the work verbally; provide written documentation summarising the details. This gives both parties a reference to come back to.
Be transparent about your budget and timeline. The more your contractors know about constraints and deadlines, the better equipped they’ll be to meet your needs.
Share examples of what you consider to be quality work. This helps give context for the standard you expect them to achieve.
Define how you’ll provide feedback and measure success. Explain how often you’ll review work in progress, how you prefer to give feedback, and what criteria you’ll use to determine if the final deliverables meet expectations.
Set ground rules upfront. Discuss things like communication preferences, availability, deadlines, and policies to ensure you start on the same page. Revisit these as needed to keep the working relationship on track.
Taking the time to communicate clearly and set proper expectations will lead to more successful outsourcing relationships.
Not Investing in the Relationship
When outsourcing, viewing it as more than just a transaction is crucial. Building a solid working relationship with your contractors or freelancers is key to achieving the best results. Take the time to communicate openly, provide valuable feedback, and express your appreciation for their efforts.
Stay connected with your contractors throughout the projects you assign them, but also try to check in on a more personal level. Ask if they have any questions or concerns, and let them know that their input is valuable to you. Encourage them to take ownership and showcase their initiative. The more engaged and invested they feel, the higher the calibre of work they will deliver.
Offer regular and meaningful feedback, both positive and constructive. Instead of simply saying "good job," highlight specific aspects of their work that impressed you the most. If you have suggestions for improvement, explain how these changes would enhance the work rather than focusing on criticism. Your feedback will aid in their understanding of your requirements over time.
Lastly, if their work is outstanding, tell them! A simple "thank you" can go a long way, but consider providing endorsements or recommendations on platforms like LinkedIn so other potential clients can see. By showing that you value them, you will gain loyalty and motivation. The time and effort you invest in nurturing your working relationships will ultimately bring higher quality and more consistent work.
Not Protecting Your Intellectual Property
Not protecting your intellectual property is a mistake that can cost you dearly. When outsourcing work, your ideas, systems, content, designs, and trade secrets are at risk of being stolen or copied. Take steps to safeguard what’s yours.
Use non-disclosure agreements
Have any freelancers or agencies you hire sign an NDA (non-disclosure agreement) to legally bind them from sharing or using your confidential information. This includes anything you consider a trade secret or proprietary to your business.
Be cautious about sharing sensitive data
Only provide access to data and systems on a need-to-know basis. Don’t give logins or passwords to entire networks or accounts if a freelancer only needs access to a specific part. Monitor what information they are accessing and set clear rules around data use.
Review contracts carefully
Check that any contracts you sign with freelancers or agencies clearly state that all work completed, along with any intellectual property created, belongs to you. Stipulate that at the end of a project, they must return or destroy any of your proprietary information.
Stay involved in the work
Don’t fully hand over tasks and then disappear. Remain engaged with any outsourced work, providing feedback and guidance. This allows you to ensure quality standards are met and check that nothing inappropriate is included, whether intentionally or not. Staying involved also deters freelancers from taking shortcuts that could compromise your reputation.
No More Outsourcing Mistakes
So there you have it: five common outsourcing mistakes to watch out for and avoid. Outsourcing can be a game-changer for your business, but only if you do it right. Take your time to find the right partner, communicate clearly, set measurable goals and provide constructive feedback. Learn from your mistakes, and don't get discouraged if it doesn't go smoothly the first time. Outsourcing, like any business strategy, takes practice to perfect.
Are You Ready to Transform Your Business?
Are you thinking about outsourcing, but you don't know where to start? Or you've tried outsourcing before and had a bad experience? I can help. With my extensive experience in marketing, systems, and operations, I can pinpoint which tasks to outsource and even help you find and train your next team member.
Why not book a free 15min call, and let's have a cuppa and a chat about how I can help you outsource confidently.
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