Guide to Outsourcing
Those who are considering outsourcing portions of work for
the first time may be feeling overwhelmed and hesitant about the concept of
relying on someone outside the company to complete work related tasks. The
discomfort with deciding whether or not to outsource work stems largely from
ignorance about the process of outsourcing. This article will serve as a guide
to those who are considering outsourcing for the first time and will provide
information on how to select qualified candidates, establish project requirements
and enforce a deadline for project completion. Select Qualified Candidates Carefully
One way to greatly simplify the process of outsourcing is to
give special consideration to selecting a qualified candidate to complete the
outsourced tasks. This is important because outsourcing the project to an
individual who is qualified to complete the tasks and motivated to do a good
job will make the outsourcing endeavor more likely to be successful.
To find the right candidate for the job, place advertisements
outlining the project requirements and preferences and carefully review each
application which is submitted. Immediately disregard applicants who are not
qualified for the position. Then review the applications of qualified
candidates carefully and select a small group of the most promising candidates.
Next interview each of these candidates and verify their references and passed
work experiences to learn more about these candidates and their abilities and
work ethics.
After interviewing these candidates it is time to make a
decision regarding hiring one of the final candidates. Do not be discouraged if
none of the final candidates seemed right for the job because you are under no
obligation to hire any of them. You can continue your search for a qualified
candidate by placing your job advertisement again and soliciting new responses.
Establish Definite Requirements
When outsourcing a project or tasks, it is important to
clearly define the project requirements. This is critical because it is important
for the contractor to fully understand the tasks which are being outsourced to
ensure he is fulfilling all of the requirements and completing the task in a
satisfactory manner.
Failure to establish definite project requirements and goals
can lead to a great deal of problems when outsourcing a project. The contractor
may feel as though he has completed the project as it was outlined but the
employer may disagree. When this happens there can be harmful delays until the
issues can be resolved amicably. In the case that this is not possible it might
be necessary to employ the assistance of a mediator to evaluate the contract
documents and the work produced to determine if the contract terms were met.
Establish a Firm Deadline
Another important element of outsourcing is establishing a
firm deadline for the project. This is important to avoid misunderstandings and
to prevent late submissions of work. Setting milestone goals is also important
because it gives the employer the ability to evaluate the progress of the
contractor during different stages of the project and to ensure it is
proceeding according to schedule.
Ideally the deadline should be established before the
candidate is chosen. This is important because this enables the employer to
verify that the contractor is available for the duration of the project.
Schedule should be discussed early in the process of selecting a candidate to
avoid selecting an ideal candidate only to find out he is unavailable when his
services are required.
Internet Marketing and Outsourcing
Internet marketing and outsourcing work very well together.
In fact most Internet marketers employ at lease some degree of outsourcing. The
most common aspects of Internet marketing which are outsourced are copywriting
and website design. Ideally these tasks will be delegated to individuals who
are skilled in search engine optimization (SEO). Additionally, those who manage
multiple niches may opt to outsource the responsibilities of managing some of
their niche markets. This article will take a look at some of the commonly
outsourced tasks and provide information regarding why outsourcing these tasks
is ideal.
Managing Multiple Niches
Many involved in Internet niche marketing become involved in
managing multiple niche marketing campaigns. When this happens it can become
difficult for one individual to oversee all of the campaigns without
compromising the quality of the niche markets. Therefore, he will often
outsource the oversight responsibilities related to managing some of the niche
markets. This gives him the freedom to focus more on developing new niches and
marketing strategies as opposed to overseeing minute details.
Care should be taken when outsourcing this type of work to
ensure the employee hired to undertake these tasks is an honest individual with
a great deal of integrity. Those who are lacking in integrity may take
advantage of this situation to learn about the marketing strategies for the
express purpose of stealing sensitive information and creating competition in
these niches.
Outsourcing Copywriting
Copywriting services are also commonly outsourced in niche
marketing. Those involved in Internet niche marketing realize the importance of
providing high quality content that is also optimized for search engines. This
applies to copywriting which is included on niche websites, in e-newsletters,
in press releases and in ebooks. The content provided is critical to the
success of the niche marketing campaign because it is often the first
impression members of the target audience get of the campaign. Their opinion of
the copy can determine whether or not they are willing to visit the niche
website in the future or further research products or services for sale.
When selecting a writer to provide the content for the niche
marketing campaign, it is important to consider a writer with SEO experience.
This is important because the content provided on websites can have an impact
on the search engine rankings of the website. The use of keywords is the most
important part of copywriting relevant to SEO. The keywords should be used in a
manner that creates informative and interesting copy that appeals to both
website visitors and search engines.
Outsourcing Website Design
Web design is another aspect of Internet niche marketing
that is often outsourced. Most marketers recognize website design as an
important part of their success. They need their websites to be well designed
both aesthetically and technically to ensure visitors enjoy the website and all
of the features of the website operate smoothly.
Additionally, it is very important for the website designer
chosen to understand how to implement SEO strategies into the design of the
website. There are many different strategies available for SEO and there are
also always new techniques being developed, tested and evaluated. The SEO of a
website is pretty much a full time job. This is why it is essential for
marketers to outsource this work so they can ensure they have someone working
on their website optimization constantly.
Finding Ways to Outsource
Are you considering outsourcing but have no idea where to
start? In almost every industry there is the opportunity to outsource at least
a few of the common tasks performed in the industry. In some industries there
may the possibility of outsourcing the majority of the common tasks while in
other industries there may only be the opportunity to outsource one or two of
the common tasks. In either case outsourcing can result in a lightened workload
as well as an increase in profit.
Evaluate Daily Activities
The first step in finding ways to outsource is to take a
really close look at the daily activities you perform when tending to your
business. Make a list of each of these activities and note any related
activities that are typically performed in conjunction with each other. Making
this note is important because activities which are typically performed
together should either be outsourced together or remain as in-house activities
together to maintain the highest level of efficiency.
Once you have compiled this list of activities, carefully
consider which activities can easily be performed by another person and which
activities require your personal attention. This will give you a good idea of
which activities you could outsource and which activities would not be good
opportunities for outsourcing.
Finally, review your list of activities and note how long it
takes you to perform each of the activities you could outsource. This
information will be helpful later if you decide to search for a candidate to
complete these tasks.
Prioritize Daily Activities
After you have carefully examined your daily activities, it
is time to prioritize these activities. Create a comprehensive list of all of
your daily activities in their order of importance. For this list include both
the activities requiring your personal attention and the activities which can
be outsourced.
When you make your decision to start outsourcing some of
your daily tasks, start with the highest priority on the list which you believe
can be outsourced. Attempt to outsource this task as a test to determine
whether or not outsourcing will work for you. If you decide you are comfortable
with outsourcing and that it is working for your business, you can continue
down the prioritized list attempting to find those capable of handling your
daily activities.
Consider Administrative Tasks
We have already discussed the importance of evaluating your
own daily tasks in the process of finding ways to outsource but it is also
important to consider tasks completed by your staff members. Administrative
tasks are often tasks which can be outsourced so examining these tasks will
give you a good idea if you can increase the efficiency of your administrative
assistance by outsourcing some of their responsibilities.
Activities such as data entry, transcription and other
activities often handled by personal assistance are all example of activities
which can easily be outsourced. Additionally, there is a great deal of
qualified candidates available to fulfill these tasks. The industry of virtual
personal assistants has become a booming industry with many savvy entrepreneurs
offering their skills in these areas as a consultant.
Develop a Plan for Managing Outsourced Activities
Before starting to outsource daily activities, you should
develop a plan for managing all of your outsourced activities. This plan should
include the following:
* Method for selecting candidates to handle outsourced work
* Method for overseeing the work performed by independent
contractors
* Method for evaluating the work performed by independent
contractors
Raising the Bar through Outsourcing
The stereotypes associated with outsourcing are often very
negative in nature. However, it is actually possible to utilize the concept of
outsourcing to receive the highest quality of work possible. Outsourcing no
longer only refers to overseas sweatshops where employees work long hours for
meager pay. Outsourcing now also occurs domestically and often at prices which
are more than generous. Thanks to savvy entrepreneurs who realize the benefits
of offering their services on a contract basis, outsourcing has become the wave
of the future. This article will take a look at how outsourcing can actually
lead to superior work and increased profitability.
Top Quality Work from Industry Experts
One of the most advantageous aspects of outsourcing is the ability
to employ industry experts for the completion of certain tasks. This becomes
beneficial in situations where a business is faced with a complex problem which
is beyond the expertise of the in-house employees. Outsourcing gives the
business the opportunity to outsource the task of solving the problem to a
highly qualified candidate. Although the business may pay a hefty sum for the
individual’s services this fee will likely be significantly less than what it
would have cost them to solve the problem with their in-house staff. The amount
of time it would have taken coupled with the potential for costly mistakes
makes it clear outsourcing is the right decision in this scenario.
Another scenario where tasks may be outsourced to an
industry expert is when the business is faced with the task of performing more
work than they are capable of handling in-house. During aggressive deadlines or
unexpected delays, outsourcing can be used to complete projects according to
unyielding deadlines.
Flexibility in Scheduling
Many businesses balance the workload they take on based on
the number of employees they have on staff capable of assisting in each
individual task. However, outsourcing gives businesses the ability to consider
accepting more work than their in-house employees are capable of completing. An
example of when this is beneficial is when consultants are awarded more
projects than they had anticipated and are suddenly in a situation where they
are not able to meet their deadlines due to larger than anticipated workloads.
Another advantage to outsourcing is the ability to take on
larger projects than usual. One of the most elementary factors often considered
when awarding projects to consultants is the number of staff members who are
available to work on the project. Clients evaluate this number with their
project needs and schedule to determine whether or not they think the
consultant is capable of completing the project on time. Consultants who
outsource portions of their projects are effectively able to increase the
amount of employees they can afford to have working on a particular project.
Reduced Operating Costs
Finally, outsourcing can help companies to produce higher
quality work by enabling them to reduce their operating costs. Outsourcing can
save companies a great deal of money because they often do not have to pay
benefits such as social security, workers’ compensation and Medicare to those
who perform work on a contract basis. Additionally, those who perform the
outsourced work typically do the work from their own office meaning the company
does not have to provide resources for the individual. Although these costs may
seem trivial, they can really add up especially if outsourcing is used on a
regular basis.
Combined with the reduced operating costs, many companies
find that productivity is increased through outsourcing. By outsourcing work to
qualified individuals, the in-house employees are freed of additional
responsibilities and can focus exclusively on the tasks they were hired to
perform. This is significant because without outsourcing these same employees
might be tasked with attempting to perform complicated tasks for which they are
not properly trained or qualified. When this happens there is a significant
decline in productivity as the employees take longer than necessary to complete
the more complicated tasks and do not have time to complete the simpler tasks.
The Advantages of Outsourcing
Outsourcing has become a very popular alternative for a
number of very valid reasons. Outsourcing initially emerged as a way for
companies to cut costs by having processes such as manufacturing and assembly
done in overseas locations where costs were much lower. Lower wages and
operating costs both contributed to these reduced costs. These lower costs were
appealing because they greatly improved the profit margins for the companies.
However, outsourcing is now gaining in popularity for a variety of other reasons.
While cost reduction is still a primary advantage, other elements such as
access to industry experts, a larger workforce and more flexible options are
being embraced as welcomed advantages offered by outsourcing.
Cost Reductions from Outsourcing
As previously mentioned reducing costs was the original
purpose of outsourcing and although outsourcing has since been demonstrated to
have other significant advantages, cost reduction still remains one of the
prime advantages. Companies look to outsource tasks which would be more costly
to complete in-house. An example of this type of task would be a software
related task requiring specialized training. Companies who do not have an on
staff employee qualified to complete this task can benefit financially by
outsourcing this task.
There may be significant fees required to retain the
services of an industry expert on a contractual basis but the efficiency of
this individual will enable him to complete the task much more quickly than it
could have been done in-house. If the task were not outsourced an in-house
employee would have had to complete the task and may have taken significantly
longer costing the company more in the long run.
On Call Experts
In the previous section we discussed how having industry experts
available to complete outsourced tasks can result in a cost savings for the
company but having these experts on call also provides the potential for new
opportunities for the company. With experts waiting in the wings to assist, the
company is able to go after larger and more specialized types of work. This is
important because in doing this the company can find themselves enjoying
greater prosperity.
A Larger Workforce
Still another advantage to outsourcing is the benefit of
enjoying a larger workforce when necessary without the hassle of maintaining a
larger staff. Through outsourcing companies can bring in additional employees
on a contract basis during times of prosperity without worrying about having to
lay them off or keep them utilized when the surge of work begins to wane. This
is particularly relevant in industries which enjoy peak seasons as well as off
seasons.
Another advantage of having a larger workforce is the
ability to generate a larger profit. This is important because smaller companies
can find themselves in a position where they can compete with larger companies
for bigger jobs by outsourcing a portion of the workload.
More Flexibility
Finally, more flexibility is another considerable advantage
to outsourcing work. Even the most well planned projects may suddenly end up
behind schedule or under a time crunch due to minor errors, changes in plans or
other incidental activities. Smaller companies who do not have the resources to
compensate for these inevitable mishaps may find themselves in serious trouble
without the ability to outsource work when necessary. These companies can take
advantage of outsourcing in times of trouble to help them deal with problems
without alienating clients or performing poorly on a project.
Protect Your Niche When Outsourcing
In the world of Internet niche marketing, the greatest asset
is often the chosen niche. Many marketers spend a great deal of time, energy
and resources selecting a niche which they believe is going to be profitable.
There are certainly no guarantees a particular niche will be profitable but
there are certain strategies for choosing a niche that has a high probability
of success.
One popular strategy for selecting a niche involves
employing a principle similar to the concept of supply and demand. Statistical
information supplied by search engines is used to determine the popularity of
certain search terms. This information is significant because terms which are
being searched frequently are terms which have a large audience of Internet
users looking for more information on the niche subject. These are terms which
are in high demand. From this statistical information you can build a list of
potential niches. Once this list is compiled, it is time to begin researching
the competition in each of these niches. Ideally the niche you select will be
one which has a large audience and not much competition. These are niches which
are in low supply.
Choose the Type of Work You Outsource Carefully
One way to protect your niche is to be selective about the
type of work you outsource to others. Many Internet niche marketers are
comfortable outsourcing their copywriting and their website design. However,
they are more protective about outsourcing tasks such as marketing, niche
selection and keyword development. This is because although copywriting and
website design both involve optimization for keywords the strategies for doing
so are readily available on the Internet. However, many marketers have specific
methods for marketing and developing a niche and keywords and are not willing
to outsource this work because it will likely involve sharing secret
strategies.
Share Keywords via Email
Developing related keywords for the niche is a very
important part of the success of an Internet niche marketing campaign. Keywords
are absolutely critical and conventional wisdom holds that an extensive list of
keywords should be developed for a particular niche to be successful. Some in
the industry recommend developing approximately 200 keywords for each niche.
There is a great amount of effort put into the process of
selecting keywords and those who are savvy do not want to make it possible for
others to find their list of keywords on the Internet. Including a list of
keywords on an advertisement seeking a copywriter or website designer will be
searchable by others in the industry. For this reason it is not wise to post
keyword lists where others have free access to the keywords. This may sound
overly paranoid but it is commonly known that Internet marketers often make the
mistake of posting their keywords on job boards and those who are interested in
harvesting these keywords visit these websites frequently to gather
information. Transmitting the keywords through a protected email account or via
telephone is a better way to protect the work you have put into developing your
niche.
Use a Non Disclosure Agreement
Finally, a non disclosure agreement (NDA) is one way for the
marketer to protect his niche when he is outsourcing. An NDA is essentially a
document specifying the rights of the employer and employee in regard to
sensitive materials. The NDA can be drafted to include any terms the client
sees fit. Some example of the restrictions the contractor may agree to by
signing an NDA are:
* A definition of which materials are sensitive
* Restrictions on how materials can be transmitted
* A stipulation precluding the contractor from competing in
the niche during a given time period
* A duration of time for which the contract is binding
In protecting a niche market the above terms can be used
when outsourcing. The client may specify the sensitive materials to be the
niche and the related keywords as well as any information regarding marketing
strategy. The client may limit the methods in which the sensitive materials can
be transmitted to secure emails and telephone conversations. The duration of
time for which the contract is binding is up to the client. Common timeframes
include the duration of the project or a set number of days, weeks, months or
years. In niche marketing a timeframe of at least one year after the project is
completed is recommended to prevent the contractors from entering the same
niche immediately after the project ends.
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