Making the decision to outsource for your firm can seem like a daunting task. You’ve assessed the benefits, the costs, how it will impact your team, and which jobs to outsource first. When making a decision that is significant for your firm, the best mode of handling the transition is to use organisation, strategy and clear communication to make the process even smoother. What will ensure longevity with your outsourcing partner begins with creating a checklist that will work as a practical guide through each stage of the journey.
Jump to:
- Define your why
- Be realistic about your timeline
- Prioritise your client’s data security
- Document your workflow before handing it over
- Set up clear communication channels
- Define your review process
- Check-in with your partner regularly
- Notify your clients (if you choose)
The framework to outsourcing your tasks cannot be rushed. The decisions you make at the very beginning of the process, the systems to build within your firm, the conversations that need to be ongoing, and the review process are all elements that make up this checklist and ensure success. We’re here to help provide a source that you can look to when traveling through each stage of the process.
✔️ Define your why
When assessing which outsourcing partner is right for your firm, begin with defining why you are choosing to outsource. Perhaps the tasks are piling up with no end in sight, or you’re looking to incorporate business advisory services into your offerings. You might be struggling with recruiting and retaining talented staff. The answer will shape which tasks to outsource first, how much capacity you need allocated to outsourcing, and your overall budget.
✔️ Be realistic about your timeline
When outsourcing, there rarely is a quick fix option. A firm that dedicates itself to setting aside the time to onboard a new partner will achieve the greatest results. Be prepared to allocate time to work on communicating your needs, quality control, and getting your partner used to your individual workflow. A timeline that treats the first quarter of a new arrangement as an investment will see the payoff in the months that follow.
✔️ Prioritise your client’s data security
Choose an outsourcing partner that has strict security standards to ensure that both your firm and your client’s data is safe. Data breaches can be devastating, both reputationally and financially, so choose a company who maintains ISO security certification. This will also satisfy your clients if you choose to disclose you’ve incorporated outsourcing within your firm.
✔️ Document your workflow before handing it over
An outsourcing partner can only provide exceptional work if they know exactly how you want them to complete it. Document your most common workflows from end to end. You can map them out using software like Monday.com or Scribe which can give a clear timeline to the steps you regularly take to complete your tasks. The more clearly you can define your workflow, the easier the transition will be.
✔️ Set up clear communication channels
Get in touch with your chosen outsourcing partner and ask them what their preferred method of communication would be, or suggest your own. The key is to be able to communicate changes, requests, and feedback clearly and in a timely manner. Your partner may have their own software that they use. Find out how this will fit into your workflow and let it help you decide if that partner is right for your firm.
✔️ Define your review process
When fostering a successful outsourcing relationship, every firm will need to incorporate a review process for the work they receive back from their partner. Who on your team will review the work, how it is checked, who signs off on the final product, and how feedback is communicated to your outsourced team. Building this step into your workflow ensures that your professional quality standard is reflected back to your clients.
✔️ Check-in with your partner regularly
The best kinds of outsourcing partnerships are ones who treat their working relationship like an ongoing investment, rather than sporadic transactions. Set up regular video, phone, or email interactions with your outsourcing partner. Check-in weekly as the onboarding process begins and taper off to monthly or as needed, as the relationship progresses. The aim is to review quality, provide feedback, assess workflow pros and cons, and share context about your firm so your outsourcing partner can do the best job possible.
✔️ Notify your clients (if you choose)
Some firms choose to have full transparency with their clients while others prefer to keep their processes in-house. No choice is better than the other. If you do decide to disclose to your clients that you’ve incorporated an outsourcing partner into your team, lead with open and honest communication.
Outline why you have decided to make this choice, how it will benefit them, and the measures you’ve made to ensure their data is secure. Prepare for pushback while also standing strong in your decision. There will be clients who understand, and those who do not. This is common when any changes are made within an accounting practice, so you should be well versed to handle negative feedback with empathy, care, and active listening.
