5 Steps to Offshore Outsourcing for Your Small Businesses

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What is Offshore Outsourcing?

As a small business owner, you’re always looking for ways to optimize your operations and maximize your budget. One strategy that can significantly enhance your efficiency and cost-effectiveness is offshore outsourcing.

Offshore outsourcing is the practice of hiring an organization outside your country to handle certain business activities for you. Here’s how you can dive into the world of offshore outsourcing and save money in the process.

5 Steps to Offshore Outsourcing

Offshore outsourcing isn’t just for large corporations. Small businesses can also reap the benefits of outsourcing tasks overseas, where costs may be significantly lower.

It involves tasks such as web design, content creation, social media marketing, and much more. With lower labor costs and the ability to tap into a global talent pool, outsourcing can give your business a competitive edge.

Step 1: Assess and Identify Your Business Needs

Before even looking for an outsourcing partner, take a comprehensive inventory of your business processes. Identify the tasks that are essential to your operations but don’t necessarily require in-house attention. These can range from administrative duties like data entry and scheduling to more complex tasks like digital marketing and customer support.

When pinpointing these tasks, consider the following:

  • Time Analysis: Calculate how much time your current team spends on repetitive tasks that could be outsourced.
  • Skill Assessment: Determine if the task requires specialized skills that are not present in your current team.
  • Cost Evaluation: Look at how much it’s costing you to perform these tasks domestically versus the potential cost savings of outsourcing them.

With a clear idea of what needs outsourcing, you can proceed with a focused approach.

Step 2: Research and Evaluate Potential Outsourcing Partners

Finding the right outsourcing partner is critical. You want a company that not only offers the services you need but also has a proven track record with businesses similar to yours.

Engage in this multi-step research process:

  • Service Compatibility: Make sure the outsourcing companies offer the specific services you’re looking for.
  • Reputation Check: Read reviews, ask for references, and check their case studies and client history.
  • Cultural Fit: Evaluate whether their company culture aligns with yours, which can be crucial for smooth collaboration.
  • Communication Proficiency: Ensure that the company has strong communication practices and language compatibility, particularly if you’re outsourcing to a country with a different first language.

Step 3: Set Clear Goals and KPIs

Once you have a shortlist of potential partners, you need to define what success looks like. Clear communication of your goals and Key Performance Indicators (KPIs) is essential.

To do this effectively:

  • Develop Clear Objectives: Establish what you aim to achieve through outsourcing (e.g., cost savings, improved turnaround times, etc.).
  • Define KPIs: Set up specific, measurable KPIs for the service provider to achieve (e.g., response time for customer service, lead generation targets for marketing efforts).
  • Create a Communication Plan: Outline how often and through which channels you’ll communicate with your outsourcing partner.

Step 4: Start with a Pilot Project

To mitigate risk, start with a pilot project. This can be a particular campaign or a time-bound task. It gives you a chance to work with the outsourcing company on a smaller scale and evaluate their effectiveness before committing to a long-term contract.

During this phase:

  • Monitor Closely: Pay attention to the company’s performance during the pilot project.
  • Provide Feedback: Offer constructive feedback and be open to receiving it as well to fine-tune the process.
  • Adjust as Necessary: Use this opportunity to iron out any kinks in communication or execution before scaling up.

Step 5: Develop a Relationship and Scale Gradually

Outsourcing relationships can become a significant advantage for your business if nurtured properly. Treat your outsourcing partner as an extension of your team, and invest time in developing that relationship.

You can do this by:

  • Building Trust: Share your business vision and goals to create a sense of partnership.
  • Regular Interaction: Schedule regular check-ins and encourage open dialogue for updates and brainstorming.
  • Gradual Scaling: As trust and performance track records are established, start increasing the scope of work gradually.

Pros & Cons of Offshore Outsourcing

Outsourcing to a country like the Philippines can offer significant savings. Here are some of the ways you could reduce costs:

1. Reduced Labor Costs: Hiring an offshore team can be more cost-effective than employing a full-time in-house team, especially in countries with lower living costs.

2. Minimized Overhead: With an offshore team, you save on office space, utilities, and equipment since your outsourcing partner covers these.

3. Flexible Staffing: Outsourcing allows for scalable services, meaning you can adjust the size of your team based on current business needs, without the expense of hiring or layoffs.

4. Increased Efficiency: Outsourcing firms like Sphere Services specialize in their field, meaning they can perform tasks faster and more efficiently, saving you time and money.

To ensure a smooth outsourcing experience, you need to:

  • Establish clear communication channels.
  • Set up regular meetings and updates.
  • Use project management tools to stay on top of tasks.
  • Clearly outline the scope, deadlines, and deliverables for each project.


Outsourcing can be a game-changer for small businesses looking to save money while still performing at a high level. By identifying your needs, choosing the right partner, and focusing on building a solid relationship, you can take full advantage of what offshore outsourcing has to offer.

Sphere Services is a full-service marketing agency based in the Philippines. We’re here to help you every step of the way, ensuring that your marketing efforts are not just maintained, but thrive, allowing you to focus on growing your business.

Contact us if you’re interested in how we can help your business grow.

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