How To Guide For Outsourcing
Identify processes or tasks that require repetitive actions or simple analysis
These processes can be in any department of the company (marketing, finance [including warehousing], HR or production). Each company has a number of jobs in each department that does not involve critical decision-making. These processes can be outsourced with minimal interruption to the functioning of the company.
Codify the process or task so that it can be easily replicated
The processes that were identified in the previous step now need to broken down into individual actions done by the employee(s). These work instructions are made so that the process can be replicated in the outsourcing destination without any hiccups. These instructions can include simple to moderately complex decisions that can be made at the outsourcing destination.
Setup communication method and mode for process
Each process will have points where the client will have to communicate with the outsourcing destination. This may include video, audio and digital communications modes as per the requirement of the process. After the type(s) and mode(s) of communication are identified for the process the two parties can collaborate to optimize the method for effectiveness.
Costing done for the process to be outsourced
All the details gathered are taken into consideration before the costing is done for the process at the outsourcing destination to make sure that expenses are reduced and the efficiency maximized. If there are multiple processes that can be outsourced, these processes can constitute a separate division at the outsourcing destination with multiple exclusive employees, which can later help in cost cutting.
Training and implementation of outsourced process
Since all the requirements have now been identified, the process can be replicated at the outsourcing destination. If the internal resources of the outsourcing destination can absorb the workload existing employees can be trained, if not new employees recruited and trained. The recruitment and training period varies according to the requirement of the process.
Parallel run of outsourced process as a trial
As the new employees are now trained, the initial trials can begin parallel to the existing process at the client’s company. During this process the actual tasks as well as the communication processes are tested to the satisfaction of both the client and the outsourcing destination.
Full implementation of outsourced process
The client can now rely fully on the outsourcing destination for the process that has been outsourced. There will be continual checks on quality after implementation, and the process is considered dynamic, allowing for changes in the process to suite the client company’s growth as needed.
- If employees have specific job instructions, the processes that each employee does can be analyzed to see whether they can be outsourced. If needed the employee at the outsourcing destination can perform an amalgamation of processes from a wide range of employees of the client company.
- If there are any ambiguous points when codifying the process please consult the outsourcing destination so that there is no confusion when it is time for implementation.
- It is sometimes advantageous to outsource only a few processes at first to see what errors there are in communication and processing. This way it will be much smoother when the rest of the processes are outsourced.