6 Steps to Creating Precise Instructions when Outsourcing Projects

In this day and age, companies have a lot more flexibility and different options are available to them when it comes to dealing with business growth, and outsourcing has become a common tactic used to save time and reduce expenses.

If you have researched how to outsource your projects properly, it means that you have already chosen to take your business to the next level. Now, all you need to do is to make sure that you have created precise instructions for all your outsourcing projects, so here are a few guidelines you should pay attention to.

  1. First things first

Before you start to hire, your goals and wishes must be defined. The best way to do so is to make a list of things you want to implement, define your current position and research the most effective and accessible path for your business. Outline the necessary steps the project will include, make them simple and prioritize. Once you have established your main objective, check that there is nothing holding you back. If so, find a way around it or a new approach.

  1. Think ahead

Meeting a deadline is very important, otherwise, everything will go downhill. Make sure your deadline is set based upon the terms you’ve agreed on and that there is some room between the deadlines you give the outsourcing company and the date when the project needs to be completed. Always check their references and provide your own.

If the job can’t be done on time, seek other clients or offer to pay for overtime work. For a mutually agreeable deadline, create a plan that identifies milestones and has mutual responsibilities. Some sort of insurance is necessary, so to confirm the deal, give them a good offer and leave the possibility for further collaboration.

  1. Clear objectives

Don’t assume anything; always explain your plan in detail. Help them understand your business and what you are trying to achieve. For better performance, you need to provide step-by-step instructions with the use of clear and basic language without any unnecessary terminology and with visual aids and sufficient background information. Being more specific helps not only with the workflow in your company, but it also improves communication barriers between team members who may be using English as their second language.

  1. Include others

Don’t be afraid to ask for a second opinion. Consult with your partners or staff members and revise the plan. Ask for feedback or suggestions that would help you improve the efficiency of the project. Also, keep in mind the bigger picture, to properly plan the project you need to know what your customers want. You need to work with them and make your standards and priorities clear. Identify your expectations and how they collide with others.

  1. Tools and updates

There are a few essential outsourcing tools that you are going to need, as having a common work platform and regular updates can boost your productivity. Using the same software and allowing immediate access to project data saves time and allows everyone to work as a team. An arranged schedule for daily or weekly updates keeps the communication lines open and everything in sync.

This is especially important if you are working with someone in a different time zone. Respecting their time assures better performance and demonstrates that they are treated as an equal member of the team. In addition, this is the best way of keeping everyone up to speed and preventing unnecessary delays.

  1. Be involved

It is not enough to make a plan; you must be involved every step of the way. Motivation is the fuel for a well-oiled business machine. If the job has been done well, let them know. If you have concerns, communicate with them. Try to be flexible, monitor and guide the project. Organize your priorities and re-organize if there are some bumps on the road. Have an open approach and set aside what is less important. With good organization, you won’t need a plan B.

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