The Role of Communication in Successful Outsourcing Relationships

There are literally thousands of clever quotes regarding the importance of effective communication that we could plug in here. But we won’t do that. That’s because you already understand why communicating effectively is so vital in such a fast-paced and competitive landscape.

While you may be aware of the “why” to effective communication, what you may not know too well is the “how” behind it. Especially in driving successful outsourcing relationships. That’s why this article is dedicated to how to achieve outsourcing success through effective communication.

Below, we outline important and worthwhile strategies you can employ in your outsourced project right now for excellent results. Keep reading to find out more.

Effective communication strategies to boost your outsourcing relationships

Relationship building is a big deal in outsourcing. But it doesn’t happen overnight. It can take weeks, months, and even years to create the type of relationship with your third-party service provider that you can be proud of and that you can place your full trust in.

A big part of achieving this objective is communication. And no, we’re not just talking about telephone calls, emails, or video meetings. It goes beyond that and we share our strategies with you below.

  • Develop communication guidelines: This may seem like an unnecessary step. After all, everyone involved in the outsourced project can speak, read and write — the fundamental elements of communication, right? Well, yes and no. While these are the basics, they require some refinement. For example, and especially in outsourcing, choosing the business language of communication is key. If it’s English, then make sure everyone sticks to it. If it’s another language, no problem. As long as everyone understands each other and no one is left out of the loop. 
  • Establish communication channels: Here, every member of your team should know which channels of communication are open for use. And which ones aren’t. Risking losing an important message being sent via the wrong channel means that it could get lost in the ether, meaning important information might be lost with it, too. In short, this means choosing your communication and collaboration tools wisely and sticking to them for the project’s duration. Use them to create feedback loops so that the team is always on the same page.
  • Set clear expectations: Be clear about what you expect your outsourcing partner to accomplish. Give them defined expectations regarding aspects related to the timeline for the project’s delivery, deliverables, key performance indicators to be achieved (which should be measurable and achievable), etc.
  • Avoid one-on-one communication: This may seem like an odd one to bring up but it’s worth mentioning. One-on-one communication risks isolating certain members of the team. They may not feel important enough to be communicated with and this can cause feelings of disgruntlement and isolation. Furthermore, this type of communication can mean that important information doesn’t get filtered down to the team properly, with the potential for critical details to get bypassed accidentally. The reason behind this is to boost transparency.
  • Respect cultural diversity: Cultural barriers are intangible things to measure but they are real and can have a significant impact on team communication. Whether your team and the outsourced team have different perceptions about consuming alcohol or follow certain dietary rules, your next beer and pizza celebration of a milestone might just go awry if it’s not the “done thing” at your outsourcing partner. This is just a silly example, but you get the idea. Culture ranges from honorifics to food and drink consumption, to language and respectfulness. So, it shouldn’t be overlooked by any means. It’s an important way to manage and foster positive team integration. Time zone differences should also be respected by ensuring the time when your team is online overlaps with your outsourcing partner’s time availability.
  • Regularly communicate progress: Next up is to have regular communication sessions where you indicate to everyone involved how tasks and projects are progressing. Having small, manageable milestones achieved is a great way to boost team morale and make the bigger, more daunting task seem more realizable.
  • Share files on cloud: It’s time to mix communication with functionality by sharing files on the cloud. Why is this important? Because it means that no one will have to wait for or depend on another team member to dig through piles of folders, attach, and then send them via email or a chat tool. With all the important information and project details available on the cloud, accessibility becomes faster and more efficient. This can save a significant amount of time.
  • Keep the team motivated: While you may think that your project deliverables are only about effective project management, remember that there’s a team of humans behind every chat, email, or video tool you use. Do regular check-ins with the outsourced team and make it personal. Try to find out how they’re doing, what interests and motivates them, and even consider implementing culturally-appropriate humor. This can lead to team motivation and a positive working environment where people feel respected for being people, first and foremost.

Conclusion

Effective communication with your outsourcing partner and all teams involved is the foundation for the success of your project. Make sure you follow the tips and strategies mentioned above for a valuable and meaningful long-term partnership.

Enhance your outsourcing experience with seamless communication. Discover StorsenDigital’s communication strategies for successful outsourcing by getting in touch with us today.

Published: April 14, 2024

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StorsenDigital is a leading company that specializes in sourcing the best outsourcing talents in Europe. With the rise of remote work and digital transformation, skilled professionals are in high demand, and StorsenDigital is at the forefront of managing the supply and demand of these talents.
StorsenDigital is a leading company that specializes in sourcing the best outsourcing talents in Europe. With the rise of remote work and digital transformation, skilled professionals are in high demand, and StorsenDigital is at the forefront of managing the supply and demand of these talents.