Outsourcing Mistake #3
Lack Of Processes To Capture Your Knowledge
When you have your own business, you have so many things to accomplish and creating ‘how to’ manuals for every task that you perform is just something that many entrepreneurs don’t take the time to create.
As soon as you begin to outsource, you should create project manuals as you go, or even better, have your team members create their own project manuals as they learn, which you can look at and refine as needed.
You can also consider creating some of the following as they apply to your business:
Overall Mission Statement
If you don’t already have one, make sure you document it and ensure that everyone understands your overall goals and purposes. When you want to have a system in place that automates your business it’s valuable to be sure everyone knows and is pointed in the same direction.
Glossary
Does your business have a unique language it uses? Document the terms you commonly use and educate your team so they know what you’re talking about and ensure everyone uses the same language when interacting with clients.
List of Websites And Login Details
Searching for lost access details and trying to remember which username and password you used where can be a major time waster. Also resist the urge to use the same username and password everywhere as it creates a security risk
Project Objectives
Support team members should have a firm understanding of the ‘whys’ and ‘where’s’ for particular projects. The clearly outlined objectives should help them to think critically and make better decisions without having to excessively consult with you.
Project Task List and Check Lists
What specific things need to be done and who is responsible for them? Create as many checklists as possible and instruct your team to create checklists as they go, especially when doing something new.
Step by Step Instructions
Every task can and should be broken down into a set of specific instructions.
When you only have one documented copy of something you’re at serious risk of loss. Ensure that project instructions and all other documentation are backed up.
Outsourcing Mistake #4
Too Quick To Hire
The best resource to use in your effort to locate high quality, reliable service providers is to ask your circle of colleagues and business associates for recommendations and advice; especially from those you know who are already successfully outsourcing.
Some suggested questions to ask would be:
l Have they worked with a service provider that they would work with again?l Did they encounter any negative experiences if any?
l Is there anything they learned about pricing that you should know about?
Using their recommendations you can explore your options. If this fails to generate possibilities that will work for you, your next step could be to visit freelancing or outsourcing websites.
There are a wide variety of outsourcing sites on the web where service providers monitor and bid on both short term and long term projects. Whether you’re acting on a personal recommendation or responding to offers through an outsourcing website, you never blindly accept the first bid or first outsourcing company you find. It always pays to take time to compare what different service providers have to offer.
You should always ask for additional client references and request that they describe the project that the provider completed for their pervious clients. A great reference means nothing unless they are commenting about work similar to what you need done.
Also check that the provider is comfortable to communicate in your preferred operating style, for example if you like to manage your projects by phone and the provider prefers to receive instructions via email you may get frustrated.
When working with someone for the first time, it is advisable not to sign long term contracts or make commitments past a single project. If your experience with an individual or outsourcing company leaves you feeling apprehensive about the future you can simply move on to try someone else without much hassle.
