For startups and small businesses that lack a fully staffed IT department, whether because of budget constrictions or minimal need, creating knowledgeable team members for an IT project can seem difficult. Outsourcing provides an excellent solution to this issue. Outsourcing IT projects allows you to draw from the knowledge of talented professionals with years of experience on an as-needed basis, giving you the flexibility of bringing in high-level experience without the full-time wage commitment. The potential drawback to this first time arrangement is the learning curve necessary for outsourced professionals to understand your company’s culture and your goals for the project. Fortunately, by using some common-sense best practices, you can help bring your experts up to speed on your expectations with minimal disruption and lowered risk for costly mistakes. Explore the advantages of outsourcing project work by following these five efficient and time-tested outsourcing best practices.

5 Best Practices for Outsourcing IT Projects

1. Have a fully developed, detailed project plan in place.

Every project will benefit from a clearly laid-out road map to completion, but this element is especially important when outsourcing your IT workflow. Not only will this set concrete guidelines for your external professionals to follow, it will also highlight your expectations for each individual’s contribution. This can save you time by answering any anticipated questions from your hired experts and minimize mistakes by providing specific guidance through each phase of the project. A well-crafted plan should include:

  • A description of the project
  • An overview of the project budget, including billing practices
  • Detailed duty and performance expectations
  • Concrete deadlines
  • Lists of the resources and skills needed for completion
  • Internal company contacts

2. Make communication a priority.

IT projects often require highly complex tasks, and there are times when expectations must be altered to match unrecognized limitations. For IT work to proceed smoothly, establishing a solid line of communication between an outsourced team of IT service professionals and a liaison within the company is an important step. Anticipate a regular back-and-forth to ensure the business needs are being met and the IT experts have the ability to deliver on expectations. If it is a large and complex IT project, it may be beneficial to open this line of communication with someone in the company who has the know-how and authority to make decisions on how to proceed if there is an issue. This also ensures someone within the company is tasked with checking in regularly to assess whether the project is being completed on schedule and confirm that IT workers have the resources they need to complete their assigned tasks.

3. Make sure your systems are compatible with your expectations.

Investing in high-quality IT projects can be a great way to increase the efficiency of your company’s operations and improve the experience of your customers. It’s important, however, to assess whether your base systems have the capability of keeping up with any integrated changes. If you have an IT project planned and are preparing to seek out your IT talent, make sure the systems they must work with are not going to limit what your outsourced IT professionals can provide. If any upgrades or repairs need to be done, it’s best to take care of these issues before bringing in new experts who may not understand the complexities of your internal procedures. Don’t make the mistake of dropping every IT problem into the lap of your outsourced professionals, taking their valuable time away from the project for which they were hired.


Group of IT experts working on software development projects


4. Choose the right projects for IT outsourcing.

Not every information technology project should be outsourced. In fact, if you decide to outsource your project, it should be limited to those that will take time away from you and your employees doing what you do best. In other words, identify the areas of your core business model that make up the best use of your time. If you find other tasks are hindering the time you can spend on those items, they may be appropriate for outsourcing.

5. Remember that you get what you pay for.

When searching for IT professionals, it’s important not to compromise on quality by solely focusing on budget options. Cutting corners in this area can have detrimental effects on your business. While outsourcing already provides cost savings by eliminating the need for a full-time IT department and reducing the risk of costly errors, opting for a lower-priced service may result in subpar outcomes. Your goal should be to find the right outsourcing service provider that can deliver a comparable experience to an in-house team, but at a more affordable rate. Beware of cheaper IT outsourcing services that may lack expertise or take shortcuts that could negatively impact the success of your IT project.

Outsourcing project management work is a great way to get the experts you need on a cost savings budget. By following these best practices, you increase your chances of successful completion and make the entire project a smoother experience for everyone.

Seize Success: Partner with Our IT Outsourcing Company Today

Contact us today at EIRE Systems, the premier outsourcing partner, in Japan. We are a leading IT services provider. Benefit from our extensive technical expertise and efficient project management for cost-effective IT strategy and cutting-edge technology solutions on a local, regional, and global scale.