Outsourcing sometimes gets a bad rap with quite a few horror stories from businesses who have attempted it before. But what use would the horror stories be if they weren’t used for reflection and learning? The thing is, for every horror story, there are hundreds of success stories. Often, the key to a successful outsourcing project is ensuring you have your business in order. Follow these four steps to ensure you are set up for outsourcing success.

Step 1: Have everything in place before your outsourced bookkeeper starts

Reputable outsourcing companies will look after the basics for your new team member. They will ensure the staff member has a computer, comfortable work station, are across their job contract and employment conditions etc. However, there are things you need to prepare to ensure your new team member gets off to a flying start.

Do they need an email address or is their outsourcing company email address sufficient?
Have you granted them access to any systems they may need to complete their work?
Have you organised meet and greets with all relevant stakeholders inside your business to welcome them and make them feel at home?

Step 2: Have a formulated training plan

Have you planned out the first two weeks of your new team members career with your business? It is important that you have this documented and you have taken the time to explain the plan as well as facilitate it.

Ensure the training plan includes the objectives for the first two weeks or so. This may include meeting with relevant stakeholders for training on systems, reading any onboarding material such as training manuals, information on company culture and employee engagement activities, how performance will be monitored etc.

Step 3: Make sure your internal team knows what is going on

Ensure your local team has been fully briefed and all stakeholders are onboard with the outsourcing initiative.

Work with local staff to identify key tasks that can be sent offshore and how those tasks will be managed in terms of quality control, deadlines and any materials that need to be sent to assist the offshore employee.

It is also important to explain to local staff that this new employee will help them in their day to day tasks e.g. by outsourcing the simple, transactional tasks that will free up their time to work on higher level, strategic projects for the business.

Step 4: Feedback

The most important aspect of staff development is regular feedback. Take as many opportunities as you can to provide feedback on what your new team member is doing well and what they need to improve. Regardless of whether your team is local or outsourced, there is nothing worse for an employee than working in a vacuum of no feedback. This inevitably demotivates team members and erodes company culture.

Make sure you have a performance management system in place and you regularly provide feedback and upskilling where required.

You’re all caught up in making the most of your outsourced bookkeeper, but if you want to learn more then get in touch with our experts.

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Frequently Asked Questions(FAQ)

What are some key preparatory steps that businesses should take before integrating an outsourced bookkeeper into their operations to ensure a smooth transition and optimal performance?

Preparing for the integration of an outsourced bookkeeper into a business requires several key steps to ensure a smooth transition. Businesses should ensure that all necessary infrastructure and resources are in place before the bookkeeper starts, such as providing access to required systems and organising meet-and-greets with relevant stakeholders. Additionally, clarifying communication channels and setting clear expectations from the outset can help establish a solid foundation for collaboration.

How can businesses develop a comprehensive training plan for their newly outsourced bookkeeper to ensure that they are equipped with the necessary knowledge and skills to fulfill their role effectively within the organisation?

Developing a comprehensive training plan for the outsourced bookkeeper is essential to equip them with the knowledge and skills needed to perform their role effectively. This plan should outline specific objectives for the initial weeks, including training on systems, company culture, and performance monitoring. By providing structured guidance and support during the onboarding process, businesses can facilitate the bookkeeper’s integration into their operations more efficiently.

What strategies can businesses employ to ensure effective communication and collaboration between their internal team and the outsourced bookkeeper, particularly in terms of task delegation, quality control, and overall project management?

Effective communication and collaboration between the internal team and the outsourced bookkeeper are crucial for project success. Businesses can achieve this by ensuring that all stakeholders are briefed on the outsourcing initiative and understand their roles and responsibilities. Establishing clear channels for task delegation, quality control, and feedback can help streamline workflows and foster a cohesive working relationship between the internal team and the outsourced bookkeeper. Regular performance evaluations and opportunities for upskilling can further enhance productivity and team cohesion.