Best 5 best practices for outsourcing

Best Practices For Outsourcing To Ensure Impeccable Collaboration

Outsourcing is a business strategic practice in which a company hires a third party, like virtual assistants to perform tasks that were previously done by its employees. According to Entrepreneur, a company can save up to 78% of operational costs when outsourcing—and with that, more and more companies are now considering this strategic practice.

Outsourcing is not just about you saving money. This also helps your company to increase efficiency, and to help you focus on core activities that will help your business grow. However, it is important to mention that this growth can only be achieved if you hire the right help for your company. In this article, we will list down the 5 best practices for outsourcing that ensure a favorable outcome.

The 5 best practices for outsourcing that guarantee success

As you consider hiring a third party for your business, have some time to read these best practices for outsourcing that will help your business achieve a smooth run. 

Research your potential partners

The first thing to consider when outsourcing is finding the right partner to help you achieve your goal—someone who is capable and reliable to work with. Establishing a solid relationship with an outsourcing provider requires clear communication, defined roles, mutual respect, trust building, regular feedback, flexibility, continuous improvement, performance measurement, cultural understanding, and effective conflict resolution mechanisms.

Consider reviews and feedbacks

You can begin by tapping into your trusted connections who have experience with companies in this field and asking for their recommendations. Collect their feedback and take some time to consider it. 

Do online research

Have time to visit outsourcing sites. Virtual assistant companies like Stealth Agents, help you find the best candidate who can do the work for you. By visiting various outsourcing companies, you will be able to get information about their expertise, virtual assistance services list, and pricing. In addition, you can get insights and testimonies from their clients that will have a significant impact on your decision when choosing what is the best one for you and your business. 

Have clear goals

Before bringing a third party on board, it is important to understand the reasons for outsourcing and exactly what you want to achieve in the long run so that you will know which tasks to delegate.

Once you map out a goal with a plan, then it will be easy for you to choose an outsourcing partner that has the expertise in fulfilling your company’s needs.

Communication is key

One of the best practices for outsourcing is having consistent communication. Communication is the key to a healthy, long-term relationship. Staying connected with your outsourced team can keep you both on the same page, give you a good understanding, and build strong working ties.

Regularly assessing team performance in outsourcing is crucial for quality control, efficiency improvement, client satisfaction, cost management, continuous improvement, risk mitigation, and alignment with organizational goals. Thanks to technology, there are communication platforms that ensure you can connect with your outsource provider as if they are just in the next room. 

Keep realistic expectations

Your potential outsourcing partner can’t read your mind. Ensure you discuss your expectations regarding their service and the quality of their work. Doing so will help you set agreements and determine whether they meet the qualifications you are looking for.

In addition, setting your expectations too high or too low can ruin the process. Set modest and achievable targets, and allow the power of time and action to do its work. 

Have cultural differences in mind

Last but not the list of our best practices for outsourcing is considering cultural differences. When you plan to outsource, there’s a higher chance that your outsource team will be from a different place and culture, and this might affect the working process. Make sure that you and your outsourcing partner talk about both of your company’s backgrounds which includes culture, values, and norms in doing business to set adjustments and to have a clear understanding along the way. 

Sometimes even the best outsourcing practices fail

Let us all face it— even if we do our best, sometimes we get fail.

Outsourcing involves a lot of risk factors, that is why even if you apply the best practices for outsourcing, there are still chances that you will encounter some issues, that if not taken immediate action, will lead to a major failure.



If problems arise, make an immediate call to your outsourced team and pinpoint what it is about and discuss extensively the issue so both of you can map out a strategic plan on how to fix it. Again, as we have mentioned, communication is the best key. 

Challenges and risks of outsourcing

Outsourcing, a strategy that can bring numerous benefits to your business, also presents its fair share of challenges and risks:


  1. Loss of Control: Outsourcing tasks or processes means relinquishing direct control, leading to concerns about quality, timeliness, and adherence to standards.
  2. Communication Issues: Differences in language, culture, and time zones can result in miscommunications, delays, and misunderstandings between the client and the outsourcing partner.
  3. Quality Concerns: Ensuring consistent standards may be challenging, especially if the outsourcing partner does not fully understand the client’s requirements or lacks the necessary expertise.
  4. Security Risks: Sharing sensitive information with an outsourcing partner can expose the client to security breaches, data leaks, or intellectual property theft if proper security measures are not in place.
  5. Cultural Differences: Variations in work culture, business practices, and ethical norms between the client and the outsourcing partner can lead to friction, misunderstandings, and challenges in collaboration.
  6. Lack of Flexibility: Outsourcing contracts need flexibility for changing needs without extra costs.
  7. Reputation Damage: Poor performance or adverse outcomes from outsourcing arrangements can damage the client’s reputation, resulting in a loss of customer trust and confidence.


Many organizations that take a strategic approach to outsourcing can overcome these challenges. This includes careful partner selection, establishing clear communication channels, setting up robust contracts, and actively managing the outsourcing relationship.


Outsourcing is one way to help you free up time. This strategic practice helps business owners to focus on things that help their business grow. Not to mention that it also helps them have a balance between work and play. However, this can only be achieved if you will be able to find an outsourcing team that will be able to meet your business needs. The best practices for outsourcing that we mentioned are just a few things that you need to consider to make it effective and successful. Make sure to do proper research and planning before you entrust your business tasks to others. Remember, with the right outsourced team and with the best practices for outsourcing, there’s a greater chance that you will be able to achieve growth and success. 

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