A Comprehensive Guide to Bringing on Outsourced Staff
In today's globalised world, many businesses are turning to outsourced staff to streamline operations and maximise efficiency.
Whether you're considering outsourcing for the first time or looking to expand your outsourced team, navigating the process can be complex. But fear not, we're here to guide you through every step of the way, from initial research to the employee's first day on the job.
Phase 1: Partner Research and Selection
The first step in bringing on outsourced staff is conducting thorough research to find the right partner. Consider factors such as the location of the provider, their certifications, data protection measures, and cultural alignment. It's essential to choose a partner who not only meets your operational needs but also aligns with your company values.
When researching potential partners, keep the following questions in mind:
Where is the provider located? Does the location have native language proficiency, political stability, and reliable infrastructure, including internet, phone, and power?
Does the provider have offices domestically? What certifications do they hold, such as ISO Certification, and what is their data protection/IT security framework?
Is the provider equipped to deal with unexpected challenges, such as network redundancy and business continuity plans?
Phase 2: Role Requirements
Once you've selected a partner, it's time to define the role requirements. This includes outlining the responsibilities of the position, setting Key Performance Indicators (KPIs), determining the work setup (remote, office-based, or hybrid), and establishing a salary budget. Clarity in role expectations ensures a smooth onboarding process and sets the foundation for a successful working relationship.
Consider the following when determining role requirements:
Have you completed a comprehensive position description?
Do you have an onboarding plan in place for the role?
What are the 30/60/90-day KPIs for the role, and what training are you prepared to provide?
What are the non-negotiable skills required for the successful candidate?
Phase 3: Interview & Selection
Conducting interviews with potential candidates is a crucial step in the process. Prepare a structured interview plan, including the number of interviews, questions to ask, and key criteria to evaluate. Be prepared to lead the interview and actively engage with candidates to ensure the right fit for your team.
Consider the following when conducting interviews:
How many interviews do you plan to have with the candidate?
Will a case study be required?
Do you have a plan for the interview, and what are the key things you want to know at the end?
Provide prompt feedback to the provider after interviews, particularly if you are not proceeding with a candidate.
If proceeding with a candidate, confirm reference checks and finalise the job offer promptly.
Phase 4: Onboarding and Commencement
Preparing for the onboarding process is vital to ensure the new staff member integrates seamlessly into your team. Create an onboarding kit that includes a brief history of the company, details on key contacts, and expectations of the role. Coordinate with the outsourced provider for any necessary training and ensure all required licenses and software are in place.
On the day of commencement:
Run through the onboarding material with the new staff member.
Confirm understanding of the 30/60/90-day plans and targets.
Address any immediate questions or concerns.
Establish communication channels and set a rhythm for ongoing collaboration.
Track and measure output against plan/target to ensure success.
By following these steps, you can effectively bring on outsourced staff and set them up for success within your organisation. Outsourcing can be a valuable strategy for businesses looking to scale efficiently, and with careful planning and execution, you can reap the benefits of a global workforce.
Considering outsourcing? Get in touch today.