When companies decide to outsource, they know that it isn’t going to be smooth. The change from being a standalone organization to partnered one, the transition process will be a little complex.
Below listed are the ways an organization can ensure a successful transition to outsourcing, read out loud.
1. First Meeting is Important
The importance of the first meeting should never be underestimated. In this meeting, you have to communicate with the existing employees that their jobs will be outsourced. The situation may appear like everyone is in shock and disbelief, but it needs to be controlled for the benefit of all. The message of outsourcing can be sent in different ways in different organizations – to some; it can be communicated before the selection of the vendor and to some after the selection of the vendor. Additionally, in some organizations, employees will get the message through a letter while in some cases, it may come up in a meeting.
Ideally, the managing director or CEO should communicate the outsourcing decision, and it should not come from middle management.
Going further, the designated authority should be prepared with the content for the meeting. The designated body who talks on the decision should be able to answer questions such as, What effect will it bring on my job? Will I lose my job? Will there be a deduction in the salary? Will there be new roles and responsibilities?
2. Ensure Proper Communication
Undoubtedly, communication is the most crucial factor in the successful transition to outsourcing. The anticipated changes concerning job description, the final number of headcounts, and the difference in the pay should be informed. In some instances, even the managers are unaware of the changes that are going to come. Still, it should be reported because a false impression among the team is not a good idea.
Any loophole in communication may lead to rumors or speculations. It can later result in lower productivity and job satisfaction among the in-house employees. Thus, complete information on transition and related should be communicated on time.
There are times when the information is communicated, but not everyone has perceived it in the right way. People who came out from one meeting heard and experienced different things. Therefore, it is also essential to re-check whether they have heard the message correctly or not. The responsibility of communication lies on the side of everyone who is involved – managers, employees, and vendor.
3. Identify key team members
There are two kinds of people that a company should identify during the transition. One, people with real knowledge, and second, people with formal power. Some people play crucial role in the successful completion of a project. So, even if there are several jobs that an organization decides to outsource, the technical side should be performed in-house. Sometimes, the success of project or business depends on retaining those few key people.
Imagine an individual who is a social influence and can reassure everyone about the outsourcing decision. He ensures that nothing is going to change, and it is for the benefit of everyone. People like these should be identified as they can handle big announcements well.
4. Handle the job shifting carefully
A lot of researches show that multi-skilling of remote workers acts in favor of the in-house workers and well as outsourcing service providers. In this case, the company will divide the tasks based on technical skills and administrative skills. The higher-grade technical tasks can be performed in-house while administrative jobs can be completed by an outsourcing company (just with the means of training and experience).
Now, delegating the mundane jobs means retained employees will perform tasks that required higher skills and commitment. Thus, the amended roles and responsibilities of in-house employees should be appropriately handled. Some of the employees can feel motivated to learn and improve their productivity while others will not be able to handle the transition leading to high employee turnover.
To avoid any consequences, the teams should implement the transition phase well that there is only upskilling of employees and no significant lay-offs.
5. React positively to the cultural gap
Since outsourcing company or service provider hails from a different country surrounded by a different culture. And the outsourcing company may not inherit the complete culture of the customer, and thus, the overlapping of thoughts are evident. If the cultural gap between the outsourcing company and the customer (the company who is willing to take the service) is too much, the collaboration might not be successful. Thus, selection of the right service provider only depends on how smooth the cultural acceptance is and vice-versa.
"Cultural Shock can affect the implementation of the delegation of the tasks to an outsourcing company.”
Ultimately, the transition period should be about accepting the cultural changes of each other. And if the difference is vast, the transition period should be expanded.
6. Develop Patience and Resistance
In all kinds of transitions, resistance, and patience to the change are essential.
The one common thing that is faced during the transition is lack of knowledge in a lot of instances. In such situations where unexpected changes may tend to appear, patience remains as a key to get through the tough times.
Also, line managers should be trained to handle conflicts and communication gaps. And again referring to the 2nd point, honest and proper one-to-one communication can resolve the majority of issues.
7. Notice Small Wins and celebrates them
Ideally, the transition process of learning to work with an outsourcing company may not take more than six months. However, in some cases, it can take more than a year. During this period, people may forget the long-term goals and feel the loss of direction. So, it is recommended to set short-term goals, achieve them, and celebrate. It is the right way to get rid of the distractions.
When small wins are celebrated, it gives evidence of progress, motivates the team members, and builds the team bond.
The teams should implement overall goals for the project and short-term goals. And as soon as you reach a step closer, there should be a celebration. It doesn’t have to be fancy, please. Only an evening bowling with the team or dinner counts as celebration too.
Conclusively, a job transition that comes on collaboration with an outsourcing company is vast. It is one of the significant events in the history of any organization. Therefore, it is essential that the process is implemented efficiently. The outsourcing company should understand your goals, embrace cultural differences, and stay patient as you try to evolve.
Remember! A company with high commitment, years of experience, and significant clientele can be a good fit during your transition.