Is now the right time to start outsourcing?

• When Should You Outsource Your Business?
• What is the best time to start outsourcing your business?
• Prepare and consider these 10 things
• The Outsourcing Checklist: What Have You Accomplished So Far?

The next step after learning about outsourcing is determining when it's best to implement it. Implementing it at the right time is most likely to lead to better results than just diving into it haphazardly.

Your timing must be sensitive to the exact moment when you already need to outsource. How do you do that?

What are the signs that your business needs to be outsourced?

Make a cost-versus-time analysis of the specific task or tasks you plan to outsource before deciding when to begin outsourcing.

There may be two or three of your existing employees who can handle this job, but they will have to work after regular office hours.

Due to this situation, overtime pay will be necessary. Also, it is unclear how long it will take them to complete the upgrade.

In addition to overtime pay, consider overtime meals, travel allowances, and other benefits your company provides for employees who work overtime. Include everything in your calculations.

You do not have to offer third-party providers the same benefits you offer your employees when you hire a third-party.

Using this comparison, you can decide whether it is time to outsource.

If you are facing an urgent one-time project, you may need to hire a third-party service to complete it according to your schedule.

As an example, if your company wants to build a website, some of your team members may be able to do it, but they may not have the time to do it. Outsourcing then becomes the solution.

Outsourcing lets your employees focus more on the work they were hired to do. When their main function is compromised, that is a clear indication that you are already outsourcing.

What is the best time to start outsourcing your business?

Outsourcing seems best when you and your staff are already burnt out from overwork. Moreover, if business operations and profits are already affected, contracting makes sense.

Here are a few signs that your business already needs outside help. You don't have to wait until a disaster strikes to start outsourcing.

Keeping your business running means taking care of so many things.

There never seem to be enough hours in the day to complete all your tasks.

Even though you are doing everything you can, in the best way that you can, nothing seems to be happening.

Because of your health issues, you need more time to relax and unwind.

The vision you have for your company and the short- and long-term goals you have set are clear, but you don't know how to reach them.

If you are struggling in managing your company and cannot find the time for self-growth and business development, then it may be time to outsource some tasks.

Taking advantage of outsourcing will ensure your business is always in a "growth" state, as opposed to one that is always in a "maintenance" state.

Preparation and considerations for your process

Now that you know when to outsource, here are ten things you need to set up and think about before starting the process.

1. Prior to outsourcing, it is essential to identify the roles and responsibilities of both you and your staff.
   However, it is not only about identifying. It is also about being completely aware of your workload and your employees' workloads. Most business owners only consider the financial bottom line.
   Employee morale is crucial to a company's success. If you take care of your team members, they will certainly take care of your company.
2. Identifying the scope and scale of the project you plan to outsource is crucial.
   Do any tasks have a prerequisite that can be completed later? Are there any redundant tasks that shouldn't have been included?
   If you want to save money, you can outsource only the important jobs. Ask yourself these questions before outsourcing. Realize that some tasks are urgent while others can wait.
   Identify the scope and scale of a given project in an official written document for future reference.
3. Final budget, milestone deadline, and success criteria – Usually, the estimated budget is not the same as the final budget. You typically allow some excess when approximating. However, you should also not be too strict and hold back so that the budget becomes impractical.
   When determining the final budget, be realistic and investigate the ways you can save. But keep in mind that quality products and services are expensive.
   Realize that no BPO company can complete a six-month project in only two months. Check that the agreed deadlines match the projected workload and final budget.
   Last but not least, agree on your own set of success criteria before closing a deal. Present this list to your vendor as well. Make sure they subscribe to it.
4. Select a shortlist of three to four potential BPO service providers. Any more than that would be difficult to select.
   To make the best decision, learn both sides of a BPO company as early as possible.
   Ask your business contracts for references and research online. Go the extra mile when it comes to research. You will thank yourself later.
5. Employee morale and office culture - When evaluating a BPO firm, keep its corporate culture and employee morale in mind.
   Typically, when a company's employees are happy, it means that the outsourcing firm has done a great job keeping the workforce in peak condition. This should be beneficial to you as a customer.
   Hiring a third party service provider without a culture of completing tasks on time and excelling is a big risk.
   Would they be able to handle high-pressure situations on their own or would you still have to call them? If this is the case, then why did you outsource?
6. It is better to hire a vendor that specializes in the task you need completed rather than one that offers a generic service.
   When building a website or changing an existing software system, you should hire an IT company rather than an outsourcing firm that also subcontracts their IT needs to someone else.
   Also, if a vendor could provide additional services that they alone could provide, that would be a plus factor. Their services could include monitoring Key Performance Indicators (KPIs) and submitting written evaluations in accordance with schedule, in addition to providing your required IT support.
7. You need a vendor who has initiative and can solve problems by themselves without having to wait for your instructions.
   Your employees must be able to adapt to your customers' demands without compromising your company's vision.
8. Regarding no. 7, phone courtesy should also be taken into consideration when choosing a vendor.
   Calling their office will give you a feel for how customers will deal with their personnel. Take note of how they respond to emails as well. Do they sound professional or careless?
9. BPO companies should have a success manager - Choose a vendor that has a dedicated success manager who will be your point of contact for all things relating to the outsourcing firm.
   When a problem arises, you should only be able to reach one manager at all times. It is that manager's responsibility to notify the appropriate people.
10. An expert in human resources management would be a plus when it comes to acquiring and retaining talent.
    You may have to hire new employees to work on new tasks presented by a client when outsourcing. The service provider you choose must be able to recruit their talent without charging additional fees. Moreover, they should be able to retain their team members until the end of their contract.

What have you accomplished so far with your outsourcing checklist?

In addition to keeping track of your milestones before implementation, creating your own outsourcing checklist can also help you organize your thoughts.

Additionally, there is a checklist called a Request for Proposals, or RFP. RFPs outline the scope of work and responsibilities you want your outsourcer to complete.

There are some companies that send a pre-made checklist template to their potential vendors. They then wait for the service providers to respond with their proposed price, and select the lowest.

As you experience the results of creating an accurate, well-thought-out checklist, you will realize that the hours you spent crafting it won't go to waste.