What are the Key Factors in Making an Outsourcing Decision?

Updated April 24, 2024

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As a business leader, you know driving growth, boosting efficiency and optimizing costs matters. Outsourcing can help achieve these goals, but choosing the right provider demands careful consideration of key factors. With over 40 years in tech, including growing Cambria into a global software development outsourcing firm, we've witnessed how strategic outsourcing transforms businesses.

Research of nearly 50 global business services (GBS) organizations shows more than 90% effectively scaled remote delivery without productivity loss or hurting client and employee experiences. Cambria has completed over 2,565 custom software projects, each addressing clients' specific needs. This experience provided valuable insights into what executives should evaluate when outsourcing.

The Fundamentals of Outsourcing

Illustration depicting outsourcing partnership fundamentals like expertise, resources and cost efficiency

Before exploring the key factors, let's review what outsourcing involves. It means partnering with an external provider, like Cambria, to handle specific business functions or processes. These providers specialize in their domains, offering expertise, resources and cost efficiencies challenging to achieve in-house.

The Benefits of Outsourcing

Outsourcing offers numerous advantages for your company, such as:

When we collaborated with Cornestech on their Order Tracking System using Angular and ASP.NET Core, the reactive forms simplified order entry, cutting errors. The optimized report generation and data visualization boosted on-time delivery and operational efficiency post-deployment.

Key Factors to Consider in Outsourcing Decisions

Now, let's explore the essential factors to evaluate when making outsourcing decisions for your company, based on our technical expertise and best practices.

1. Cost Savings vs. Value

While cost reduction often drives outsourcing, look beyond immediate savings and consider the long-term value an outsourcing partnership provides. Conduct a thorough cost-benefit analysis, factoring in direct costs, indirect expenses and potential risks. Ensure projected savings align with your company's financial goals and the arrangement delivers tangible business value. A well-executed procurement transformation yields an initial 15% cost reduction, translating to a 1.5% bottom-line improvement.

2. Expertise and Service Quality

Magnifying glass focused on expertise, quality and security text in a document, highlighting their importance

When evaluating providers, assess their industry expertise, track record and ability to deliver high-quality services. Seek partners like Cambria with proven success in your domain and deep understanding of your requirements. Review case studies, client testimonials and certifications validating their capabilities and commitment to excellence. Remember, compromising quality has long-term consequences for your reputation and bottom line.

In our work with ECO-X, a digital technology platform for logistics, our expertise in C#, ASP.NET Core MVC and MySQL enabled seamless ecosystem integrations across the supply chain. The real-time tracking data analysis enhanced logistics efficiency, driving increased customer onboarding post-launch.

3. Risk Mitigation and Security

Outsourcing involves risks, particularly in data security, IP protection and compliance. As a decision-maker, you must identify and assess potential outsourcing risks. Develop robust risk management strategies and establish clear SLAs outlining expectations, responsibilities and remedies for breaches or issues. 76% of organizations are considering refining their shared services center (SSC) footprint in the next three years. Ensure your outsourcing partner has stringent security measures safeguarding your company's sensitive information.

4. Cultural Fit and Communication

Successful outsourcing partnerships rely on effective communication and cultural compatibility. Evaluate the cultural fit between your organization and the provider. Consider values alignment, work ethics and communication styles. Clear, open communication channels are essential for collaboration, minimizing misunderstandings and ensuring a smooth working relationship. Look for partners who prioritize transparency, responsiveness and proactive communication.

5. Scalability and Adaptability

Your company's needs may evolve, and your outsourcing partner should flexibly adapt. Assess the scalability of the provider's services and their ability to accommodate your growth. They should have the resources, technology infrastructure and processes to support your expanding requirements without compromising quality or efficiency. Seek partners offering scalable solutions aligning with your long-term business objectives.

Graph showing upward trend, illustrating outsourcing scalability and adaptability importance for business growth

When we developed the DBA24HRS Monitoring System using Angular, ASP.NET Core and Xamarin, the intuitive dashboards with real-time updates and native mobile alerting enabled automated remediation, eliminating most outages. The client reported reduced monitoring costs, demonstrating our solution's scalability and adaptability.

Evaluating Potential Outsourcing Partners

Once you've identified your outsourcing goals and considered the key factors, it's time to evaluate potential partners. Here are some important aspects to assess:

Reputation and Industry Experience

Research the reputation and track record of potential vendors. Look for industry recognition, client testimonials and case studies showcasing their expertise and success delivering similar projects. Consider their years of experience, market presence and financial stability to ensure a reliable, long-term partnership. A reputable partner like Cambria with a proven track record provides peace of mind and minimizes risks.

Technology and Infrastructure

Assess the technological capabilities and infrastructure of the provider. Ensure they have the necessary tools, systems and processes to effectively support your outsourcing requirements. Evaluate their data security measures, disaster recovery plans and compliance with relevant industry standards and regulations. Through 2024, finance outsourcing for AI process technologies will rise from 6% to 40%, primarily to digitally transform transactional operations. A robust technology infrastructure is essential for maintaining business continuity and protecting your company's data.

Handshake between business executives, symbolizing outsourcing collaboration and partnership importance for success

Collaboration and Partnership Approach

Outsourcing is more than a transactional relationship; it's a partnership built on trust, collaboration and shared goals. Evaluate the provider's approach to partnership and their willingness to align with your company's objectives. Look for partners who prioritize open communication, proactive problem-solving and a commitment to your success. Global business services (GBS) organizations are reskilling talent to foster adaptability and a self-starter mindset, supporting inclusive practices and diverse talent. A strong partnership foundation leads to long-term value creation and a mutually beneficial outsourcing relationship.

Our long-standing collaboration with Bertelsmann on their Certificate Validation Tool exemplifies the power of partnership. The robust VB.NET/SQL Server stack handled heavy usage, validating a high volume of certificates per month with constant uptime. The automated validations cut processing time compared to manual methods, saving the client substantial costs.

Making an Informed Outsourcing Decision

Armed with a clear understanding of your outsourcing objectives and a thorough evaluation of potential partners, you're well-positioned to make an informed outsourcing decision. Remember, outsourcing isn't a one-size-fits-all solution. It requires careful planning, due diligence and ongoing management to ensure success.

As you embark on your outsourcing journey, prioritize establishing clear expectations, defining measurable goals and maintaining open communication with your partner. Regularly monitor and assess the performance of your outsourcing initiative to ensure it aligns with your company's objectives and delivers desired results. With the right partner like Cambria, you can harness outsourcing to drive growth, maximize efficiency and gain a competitive edge.

India and the Philippines are positioned as Leaders in the global IT-BPM sector. The Philippines offers a unique blend of cost-effectiveness, a highly skilled English-speaking workforce and a business-friendly environment that makes it an attractive outsourcing destination.

This article is part of the Outsourcing series. Read more on how we craft tailored Outsourcing solutions - driving efficient growth, hassle-free:

Frequently Ask Questions (FAQ)

How can I determine if outsourcing is the right choice for my company?

To determine if outsourcing is right for your company, carefully analyze your business objectives, internal capabilities and the potential benefits and risks of outsourcing. Consider factors such as cost savings, access to specialized expertise, operational efficiency and strategic focus. Assess your current processes and evaluate if outsourcing can help you achieve your goals more effectively.

Outsourcing comes with risks, including data security breaches, IP theft, service quality issues, communication breakdowns and dependence on the provider. To mitigate these risks, identify and assess them upfront, implement robust risk management strategies and establish clear SLAs outlining expectations, responsibilities and consequences for non-compliance.

To ensure quality services from an outsourcing partner, conduct thorough due diligence and assess their track record, expertise and quality management processes. Establish clear SLAs defining quality standards, performance metrics and consequences for non-compliance. Regularly monitor and evaluate the provider's performance and maintain open communication to promptly address any quality concerns.

When selecting an outsourcing location, consider cost, talent availability, language proficiency, cultural compatibility, time zone differences and legal and regulatory environment. Evaluate the infrastructure, technology and communication capabilities of the location. Assess the political and economic stability of the region and consider any potential risks or challenges associated with outsourcing to that specific location.

To ensure a smooth transition when outsourcing a business function, develop a comprehensive plan outlining steps, timelines and responsibilities. Define the scope of work, deliverables and expectations. Establish effective communication channels and protocols between your team and the partner. Provide necessary training and support to ensure a seamless handover. Continuously monitor the transition and address any issues promptly to minimize disruptions.

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About Cambria Software

We have been providing custom software development services since 1984, offering expert programming in multiple languages to build high-performance websites and applications for our clients.

Leading software outsourcing authority

Our experts in various programming languages and tools enable us to provide custom programming services that create tailored software solutions for our clients, ensuring the highest quality of service.

Our engagement models guarantee excellent service, and our history of success makes us the go-to choice for all software development needs. We are a leading authority in software outsourcing, providing unparalleled customer service.

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Our tailored staff augmentation service enables teams to benefit from offshore talent. Our flexible hiring pool offers a cost-effective solution and the augmented team is committed to our clients, integrating seamlessly into existing company development projects.