8 Tips To Outsource The Stress-Free Way

For a small business that is still finding its footing, it quickly turns counterproductive, derailing you from executing the needle movers, and turning you into a burnt-out and overworked entrepreneur.

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You know outsourcing can help. But the inevitable question that eludes you is: 

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How do I make sure I get it right? 

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Outsourcing can seem like a pretty intimidating topic if you’ve never tried it. In this article, we’ll offer some tips to help you get started with outsourcing. 

But first…

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What is outsourcing?

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Outsourcing is the business practice of delegating individuals who are not affiliated with the company to perform specific tasks and services. Simply put — it’s the process of fulfilling your tasks when you don’t have the requisite to do it yourself. There are plenty of ways to outsource: you could outsource to independent contractors, freelancers, agencies, or even third-party providers.

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Outsourcing has been an ongoing practice since the 1980s. Back then it was mainly used for manufacturing by large multinational companies. However, over the past two decades, the world has seen a gradual inclination towards outsourcing. The Covid-19 pandemic has massively tipped the scales and further accelerated this trend. It has normalized remote work, hastened digital dependency, and forced companies to look for talent beyond their geographical reach.

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Today, all businesses, irrespective of size and industry can leverage the power of outsourcing. Currently, about 37% of small businesses outsource at least one business process, and over 52% of them plan on outsourcing in the foreseeable future.

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In today’s digital era, outsourcing has become integral to any business management. From marketing to manufacturing you can outsource almost any task today!

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Benefits of outsourcing

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• Increased expertise

Did you know that 45% of companies have planned to increase their outsourcing based on skillsets they can’t access in-house? With outsourcing, you can choose a specialist talent to work on your project. This gives you increased access to services and workforce that you previously didn’t have at your disposal. It brings innovation and improves quality, overall resulting in an efficient and well-delivered service. 

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• Reduced costs

Outsourcing can help massively reduce business costs as it allows you to tailor the service consumption to your needs. Usually outsourced talent only bill for the work put in and don’t require any extra benefits that are traditionally associated with full-time employees. By outsourcing, you can thus eliminate additional costs like training, recruitment, and office space. This way you can even use the excess budget to outsource more talent. Now that’s what you call a win-win!

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• Save Time

With a global and flexible workforce at your fingertips, outsourcing business tasks has never been easier. Thanks to substantial time zone differences you can easily outsource your tasks to a team or individual in other countries and have the work completed by the time you are ready to start your next day. This means that tasks in your business to-dos are getting ticked off even while you’re not actively working: it can help you save massive amounts of time while you focus on the significant tasks that actually matter. 

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• Increased efficiency

Outsourcing is a great way to navigate the inevitable ebbs and flow of business. For example: Since most freelancers work on an hour or project-based arrangement, it can be a really good idea to utilize them when things are busy; when the business is quieter, you let them go. This allows you to plan strategically when you need extra pairs of hands. 

When to outsource?

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• You can’t keep up

When you and your existing team are maxed out and overwhelmed with tasks it’s time to look at outsourcing. Likewise, if you are pressed for time, behind on deadlines, and don’t have enough bandwidth to execute the successful campaigns that you aspire to, then it’s a good idea to outsource to experts.

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• Business is booming

Scaling fast brings its own set of challenges. When the sales and orders are swiftly picking up, the pressure to get them out quickly is through the roof. Down the road, as your campaigns get more nuanced, outsourcing can help to maintain that momentum and further accelerate growth. 

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• Lack of knowledge/expertise

If you lack knowledge and confidence in any area of your business, outsourcing can be a saving grace. In such a case, strategically use outsourcing as a way to fill knowledge gaps and tasks that don’t fit your strengths. This way you can now devote your invaluable time and energy to the needle movers of your business. 

This may seem apparent, but an astonishing number of businesses don’t take this into account.

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• Work-life balance is messed up

As an entrepreneur balancing your personal and professional life can be extremely challenging. Missing family dinners and kids’ soccer practice for business deadlines tend to become a recurring affair. If this is not kept in check, it can wreak havoc on your mind, health, and relationships. Although work is essential, it should not completely take over your life.  Whenever you find your personal boundaries slipping, consider outsourcing work.

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Here are a few tips to outsource the right way.

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1. Get clear on what you want

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Before hiring your first outsourced talent you need to get vividly clear on what tasks need outsourcing. Consider outsourcing tasks that don’t fit with your strengths, tasks that consume a lot of your time and precious energy, tasks that are repetitive, etc.

Next, seek out an individual who is an expert at the required task.

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For example, If you want to beef up your social media graphics, hire a graphic designer. If you want high-converting emails, ads, and sales pages you’re probably looking for a copywriter. If you want to nail targeting on your Facebook ads, hire media buyers.  

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2. Choose your platform

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While there are a plethora of capable outsourcing providers out there, there are certain criteria you need to consider such as their track record, access to talent, capabilities, etc.

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If you’re starting out, we recommend focusing on one platform. Choose a company that can accommodate everything from execution to payment and reporting. Managing all your projects from one reliable place is effortless, time-saving, and also makes your life smooth sailing.

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It’s also worth noting that there are plenty of niche job websites that can provide specific talent in particular industries. For eg: Toptal is great for outsourcing programming, and product management services. Accountingfly for outsourcing your financial and accounting services.

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3. Be descriptive

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Once you’ve chosen your desired platform, it’s time to map out a detailed project description. Your project description should provide thorough details about the project, skills, experience required, deadlines, and other expectations. 

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The description of the project is a key component of the outsourcing process. Hence, be specific so that the talent applying can decide it’s a good fit for them. If you’re feeling inspired feel free to share your company values, mission, and culture fit. This way you’ll attract the right people that you know you’d enjoy working with.

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If your description isn’t clear or lacks detail it can cause problems such as miscommunication, inaccurate assumptions, and unhealthy working relationships.

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4. Don’t always opt for the lowest price

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While outsourcing can help save you money it doesn’t mean that it is a cost-saving effort. As the saying goes – You get what you pay for. 

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You have to level your budget with the type and quality of work you are asking for. Keep in mind that the quote you pay is not only for getting the work done. It also reflects the sum value of their education, experience, and work quality. 

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While you don’t have to splurge, don’t penny-pinch either. It may backfire with lackluster results.

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5. Devise detailed contracts

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Once you’ve cherry-picked your talent, you’ll need to provide clear and detailed instructions about the project and format of delivery.

This can be laid out in the form of a contract that outlines the scope of the project, expected performance, payment terms, and deadlines. You can also include details about the ownership or copyright of the work done. When drafting a contract, don’t leave any room for assumptions. The more you can define the terms of your agreement, the better. By doing so, you can clarify the expectations of both parties and minimize misinterpretations.

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6. Start small with a test project

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Especially if this is your first time outsourcing, we recommend getting comfortable with the process of outsourcing. Start by delegating shorter, one-off, projects. Treat this time like a trial period of sorts.

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During this time period, you’ll have the opportunity to suss out their work ethics and make a well-informed decision. Once you’re satisfied with their work, you may even want to retain them for all future projects.

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7. Don’t micromanage

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Once the project is live, give your team members the autonomy to do the job they’re skilled at. Don’t get overly involved in the project and progress. There is a fine line between collaboration and micromanaging and it’s your duty to make sure you don’t overstep them. The goal is to leverage their expertise, but not at the cost of efficiency. Give them enough leeway, establish a nurturing work environment and trust them to do a job well beyond your expectations. 

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8. Communicate and evaluate

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Once the task is officially outsourced it is your duty to set the direction and guide the project from start to finish. Create a solid structure that outlines how the business will be managed. Use project management tools like Asana or Monday to track project hours, assign members, and keep everyone in the loop. Ensure that they have all the necessary data to perform their task well. Schedule check-ins with your contractors and prioritize two-way communication throughout the project. Give constructive feedback on their work, and be courteous when you do so. Provide comparable examples and specific feedback on what you’d like to improve.

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Conclusion

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Outsourcing mundane, repetitive tasks like HR or tax preparation is usually a one-time straightforward strategy. However, when it comes to outsourcing your marketing it’s a whole new ball game.

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Not only is it vital to your company’s success, but today’s marketing landscape is becoming highly dynamic and cutthroat. Therefore, it is extremely crucial to choose appropriate experts for the desired task.

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At Growthhub, we’re obsessed with helping businesses such as yours get the growth that it deserves. Get in touch with us and we can match you with your new marketing dream team in as little as 24 hrs. We pre-vet the marketers on our platform, so you don’t have to. Book a call with us today!