5 Ways to Make an Outsourced Project Successful

Outsourcing has become a vital strategy for many organizations looking to reduce costs, gain access to specialized skills, or scale their operations quickly. However, the success of an outsourced project is not guaranteed. It requires careful planning, ongoing management, and strategic decision-making. Here are five key strategies to ensure your outsourced project is a success.

1. Have the Project Requirements as Clear as Possible

One of the most crucial factors in the success of an outsourced project is the clarity of the project requirements. The more detailed and specific you can be about your expectations, the better. 

Ambiguous or poorly defined requirements can lead to miscommunication, delays, and even complete project failure.

Start by defining the project’s scope, objectives, and deliverables. What exactly do you want to achieve? What are the key milestones, and how will success be measured? Document these requirements in a comprehensive project brief that includes technical specifications, desired features, design guidelines, and any other pertinent details. Also, consider creating wireframes, mockups, or prototypes if necessary. This not only helps the developers understand your vision but also ensures that everyone is on the same page from the outset.

Furthermore, identify any potential challenges or constraints early on. Whether it’s budget limitations, regulatory requirements, or specific user needs, outlining these issues upfront will help avoid costly changes later in the development process.

2. Do Not Focus Only on Price

While cost savings is a significant advantage of outsourcing, focusing solely on price can be detrimental. The cheapest option is not always the best, and selecting a vendor based solely on the lowest bid can lead to poor quality, missed deadlines, and additional costs in the long run.

Instead, evaluate vendors based on a combination of factors, including their experience, portfolio, client testimonials, and technical expertise. Look for a partner who understands your business goals, has a proven track record in similar projects, and can offer innovative solutions rather than just delivering a basic product.

Consider the total value that a vendor can bring to the project, including their ability to meet deadlines, provide ongoing support, and contribute to the product’s long-term success. Sometimes, investing a little more upfront can save significant time and money down the road by avoiding costly reworks or project failures.

3. Selecting the Right Technology

Choosing the right technology stack is another critical factor in the success of an outsourced project. The technology you select will not only impact the functionality and scalability of the final product but also affect the ease of maintenance, security, and long-term viability.

When selecting the technology stack, consider the project’s specific needs, the skill set of the outsourced team, and the future growth of the product. For instance, if you’re building a web application that needs to scale quickly, you might opt for cloud-based technologies like AWS or Google Cloud, combined with a popular programming language such as Python or JavaScript. However, if your project involves mobile app development, the choice between native development (using Swift or Kotlin) versus cross-platform frameworks (like Flutter or React Native) will be crucial.

Consult with your development team to ensure that the chosen technology aligns with their expertise and that they have experience in delivering similar projects. A mismatch in technology can lead to delays, increased costs, and suboptimal performance.

4. Regular Communication with Developers During Development

Communication is the backbone of any successful project, especially in an outsourced environment where the team might be located in different time zones and cultural contexts. Regular and effective communication helps to bridge these gaps, ensuring that the project stays on track and any issues are addressed promptly.

Establish a communication plan that outlines how often you will check in with the development team, which tools or platforms will be used (such as Slack, Zoom, or Trello), and who the key points of contact are. Daily or weekly meetings can be beneficial for tracking progress, discussing challenges, and making quick decisions. These meetings don’t always need to be lengthy; even a short check-in can keep the project moving forward smoothly.

Encourage open communication where developers feel comfortable raising concerns or suggesting improvements. This collaborative approach can lead to better solutions and a more efficient development process. Additionally, consider time zone differences when scheduling meetings to ensure that they are convenient for all parties involved.

5. Upfront Planning for Maintenance Phase

The end of the development phase is not the end of the project. A successful outsourced project requires an upfront plan for maintenance to ensure that the product remains functional, secure, and up-to-date over time.

Discuss maintenance requirements with your vendor from the beginning and include them in the contract. This plan should cover bug fixes, software updates, performance monitoring, and any necessary upgrades to keep the product relevant in a rapidly changing technological landscape.

Also, establish a clear understanding of the costs associated with maintenance, who will be responsible for it, and how support requests will be handled. A well-maintained product not only provides a better user experience but also reduces the likelihood of expensive overhauls in the future.