How to Ensure Timely Delivery in an Outsourcing Project? Recommended Tools and Processes

One of the advantages and also disadvantages of outsourcing is the ability to manage multiple projects simultaneously. On one hand, the team earns more and there is variety in tasks. On the other hand, with a number of different projects, employees might get confused, as it’s difficult to keep everything in mind at once. In this article, we will provide some tips for managing and meeting deadlines in an outsourcing project.

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Main Communication Points

Often, all work processes on a client project are discussed in a general chat. The idea sounds good: to get everyone involved and make the decision-making process transparent to the entire team. But reality often does not meet expectations. First, the general chat has many messages on different topics. Everyone needs to resolve their issue, and they write at least a few messages. For example, a copywriter needs to approve text for advertising materials, an advertising manager needs to approve a budget, and a PR manager needs to approve a media advertising strategy.

Ultimately, the general chat becomes a long “scroll” that takes a lot of time to scroll through to find the desired information. This time would be better spent solving tasks. Secondly, a large number of unstructured messages confuses the team. It’s hard to understand what decision was finally made and which task to perform. The situation is further complicated because different experts are in the chat, whose opinions may not align with each other.

Clear Separation Between Projects

If you have multiple projects, departments, or large teams, there will be too many chats. This can create a navigation problem. For example, employees might repeatedly send the content plan for the real estate agency to the SEO work chat. If the client is present in the chats, they get annoyed that the employees are unprofessional. As a result, the company’s reputation is damaged. If the confusion in processes becomes a trend, clients will leave. This threatens the business’s profits. For the team, such confusion creates a lack of synchronization in communication and leads to misunderstandings and increased tension. Employees who cannot work in a coordinated manner are unlikely to achieve a good group result.

Accessibility

Often, work is coordinated with the client by the manager in a separate chat. All communication is conducted through a third party. In such a case, it is harder to understand the client’s desires, and approval stages are prolonged. It is optimal if the client can be a participant in the chats. First, this way, they see that the work is being done. The client notices the team’s achievements and efforts. This reduces their anxiety about the results and increases their loyalty to the company. The client understands what they are paying for. Second, it is easier to coordinate and make decisions about the project. There is no longer a manager who might not interpret the client’s desires accurately, thus harming communication. Instead, other key participants in the project can ask questions directly. This shortens work time and improves its quality.

It is important for us to emphasize that you do not have to face the challenges of project management in an outsourcing format alone. Our professional team at Initiative Tech specializes in supporting and implementing outsourcing projects, with a focus on effective communication, full transparency, and meeting deadlines. We are here to help you manage the project more intelligently. Contact us today for an initial consultation meeting.