The Ultimate Guide to Effective Communication in Outsourced IT Projects

At our very core, we humans are communicators—whether visual, auditory, or otherwise. And nowhere is this more important than in IT outsourcing, communication. We all know what the outcomes of poor communication can be. Misinterpretations. Delays. Expensive errors.

That’s why it’s essential to ensure everyone involved in the IT outsourcing process is aware of their responsibilities, timelines, and expectations. This has numerous advantages in IT project management and outsourced IT efficiency, such as alignment, transparency, and problem solving.

However, there are definitive communication strategies that both parties in an outsourcing project should be aware of and adhere to. That’s exactly what we cover in this post. So, keep reading to learn more.

Effective communication strategies for outsourced IT projects

Below, we outline several of the key strategies for effective communication in outsourced IT projects. Let’s take a closer look.

  1. Set clear expectations

The starting point in any successful outsourced IT project is setting the stage for the communication process. You need to know when, how, and who will be leading the communication. You also need to address protocols for communication by creating a business language for communication. This includes do’s and don’ts.

  1. Set clear goals

A lack of clear goals can hinder any IT project. That’s why setting out clear key performance indicators (KPIs) and measurable objectives is so vital. What is more, these should be communicated with everyone in the project team so that there is no one who is left behind.

  1. Track progress

Once your goals are set against measurable deliverables, you need to ensure you are tracking progress on a regular basis, be it fortnightly, monthly, or quarterly. Communicating the outcomes of the team’s deliverables against set objectives is a way to create a feedback loop so that everyone is involved.

  1. Perform regular check-ins and updates

Setting clear goals is one part of the equation, as is tracking progress. However, you also want to check in with your outsourced IT team both personally and professionally to let them know you are there and are listening to their needs. Whether you hold regular one-on-ones or team meetings, make sure you encourage active listening by ensuring that everyone feels that they have an opportunity to voice any concerns and ideas. Through regular updates and check-ins, you and the outsourced IT team can review progress, discuss challenges, and plan next steps.

  1. Choose your communication tools

There are multiple tools, channels, and platforms you can choose to communicate through. However, make sure you choose one or two most suitable ones for both your needs and stick to it. In this phase, you will want to outline your communication protocols and define clear roles of who is responsible for what, what type of hierarchy needs to be followed if anything needs to be escalated, and which team member can be approached in the event of out-of-office hours queries.

  1. Make communication interactive

Always give every team member the opportunity to comment and/or ask questions or request details. For this reason, try to hold live meetings or video meetings at a predetermined frequency. Try to anticipate as many questions or concerns as possible and address them. In addition, make sure to give feedback when it is the right time to do so.

  1. Go a bit personal

IT team meetings are often quite serious and formal. However, to boost team morale, even across borders, you can try to add an inspirational angle to your communication. For instance, consider starting interesting conversations, holding unusual meetings, etc.

  1. Streamline communication

This means placing one person in charge of the communication process. If you have several team members trying to talk to you at once, messages could become muddled. Having a central point of communication ensures that no messages slip through the cracks.

  1. Simplify the tasks you send

By sending a huge project document to your outsourced IT team, the likely result is confusion. They may not be able to determine which aspect is of a high priority or you may not have taken language barriers into account, meaning the complexity is likely to cause a greater likelihood of misinterpretation. Break up tasks and make them smaller and more manageable.

  1. Create escalation channels

In some cases, disputes or challenges may arise. This is why you need escalation and dispute management processes in place. Make sure everyone has a central point of contact who they can reach out to in the event of things going awry.

  1. Foster an environment of cultural sensitivity

Whether it’s an accent, a frequently used idiom that you are not aware of, national holidays, food and drink customs, or anything else, you need to respect your outsourced IT team’s culture. To foster a climate of strong cross-cultural communication, you and the team members involved in the project should learn more about the cultural nuances of the outsourced partner. Feel free to ask them clarifying questions and always underscore that you are doing so out of respect. Provide training to both sides so that they can collaborate better.

  1. Put everything in writing

After every meeting or stand-up, make sure that you put everything in writing, email your team, and ask if there are any questions or areas that need clarification. This will take into account that not all of your outsourced IT team members are visual or auditory learners. Some may get more clarity and prefer written communication over audiovisual meetings.

  1. Use overlapping hours to communicate

Remote team collaboration needs to be as instantaneous as possible. For this reason, you will need to ensure that your communication takes place during overlapping business hours so that there are no time lags or delays. The real-time communication offers the chance of prompt responses, immediate feedback, and a stronger sense of collaboration.

  1. Learn from past experiences

IT project success is most often achieved when we do not repeat mistakes of the past. Use communication channels and protocols to invite your team to analyze what worked well and what didn’t—both in terms of communication and the specific project outcomes. Knowledge sharing is essential and by carrying out post-project reviews, you’ll have the chance to share experiences and learnings.


Enhance your outsourced IT project’s success with effective communication strategies and agile communication outsourcing. 

Contact our experts and master the art of seamless collaboration with your remote IT teams. Start your journey towards more successful projects today!

Published: February 19, 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.