Information technology outsourcing or IT outsourcing is defined as, “the practice of seeking resources–or subcontracting–outside of an organizational structure for all or part of an IT (Information Technology) function,” according to Webopedia. Many small businesses find it more economical and sound to outsource IT needs, reducing wage and operation costs. But small businesses need to keep outsourcing services apprised of standard operations and evolving goals.
Step 1
Set well-defined, attainable goals. The Request for Proposal (RFP) supplied by IT outsourcing firms is not your only method of determining how the outsourcing service will meet your needs. The RFP is only the outsourcing firm’s approximation of how much the project or continued service will cost and take, so you need to clearly define your small businesses goals. For instance, if you hire an IT outsourcing service to complete a specific project, give them hard benchmarks to meet and a project deadline. Your vendor and small business should state which party has certain responsibilities such as risk management, input, performance indicators and any other parts of the project or service.
Step 2
Ensure your small business on-site team is compatible. Your small business will need the right on-site people who understand the project and are able to test and modify what the outsourcing firm produces. These individuals should be well versed in interpreting and testing the project or service to ensure it is being properly delivered.
Step 3
Expect your outsourcing service to be reducing costs over time. If the IT outsourcing firm is providing an ongoing service such as data storage or software production, as the project goes on over time, the outsourcing firm should be reducing costs over time as benchmarks are met. Review costs periodically to determine if costs are leveling off or falling. If costs are rising, you must address the outsourcing firm as to why and how to reduce those costs.
Step 4
Conduct ongoing training for both your on-site employees and the outsourcing providers they work with. If the outsourcing provider is foreign based in a culturally different country, you will want to address those cultural differences to maintain team cohesion and parity.
Step 5
Review progress measures and reports regularly. Ensure that metrics and benchmarks are being met by reviewing progress reports and other measures provided by your small business’ outsourcing vendor. Have your on-site employee review them as well to determine what real progress is being made.
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