How can you keep IT outsourcing communication aligned?

1 Define your scope and requirements

Before you start working with an IT outsourcing provider, you need to have a clear and detailed scope of work and requirements document. This document should specify the objectives, deliverables, timelines, quality standards, and payment terms of your project. It should also include any relevant information about your business, industry, and target audience. Having a well-defined scope and requirements document will help you communicate your expectations and avoid scope creep, change requests, and rework.

2 Choose the right communication tools

One of the key factors for successful IT outsourcing communication is choosing the right tools and platforms to facilitate collaboration. Depending on the nature and size of your project, you may need different tools for different purposes, such as project management, file sharing, video conferencing, instant messaging, and feedback. You should also consider the compatibility, security, and accessibility of the tools you use. Make sure that you and your outsourcing partner agree on the tools and protocols you will use, and that everyone has access to them.

3 Establish regular communication

Another important tip to keep IT outsourcing communication aligned is to establish regular and consistent communication with your outsourcing partner. You should agree on the frequency, format, and agenda of your communication, and stick to it. For example, you may have daily or weekly status updates, monthly reports, or quarterly reviews. You should also have clear roles and responsibilities for each team member, and assign a single point of contact for each side. Regular communication will help you monitor the progress, address any issues, and provide feedback.

4 Use clear and concise language

When you communicate with your IT outsourcing partner, you should use clear and concise language that avoids ambiguity, jargon, and slang. You should also be mindful of the cultural and linguistic differences that may exist between you and your outsourcing partner, and respect them. For example, you may need to use different time zones, date formats, or units of measurement. You may also need to adjust your tone, style, and etiquette to suit the context. Using clear and concise language will help you prevent misunderstandings, confusion, and errors.

5 Provide constructive feedback

Feedback is essential for any IT outsourcing project, as it helps you improve the quality, efficiency, and satisfaction of your work. However, feedback should be constructive, not destructive. You should provide feedback that is specific, timely, and actionable, and that focuses on the positive aspects as well as the areas for improvement. You should also avoid criticism, blame, or personal attacks, and instead use praise, appreciation, and suggestions. Providing constructive feedback will help you build trust, rapport, and motivation with your outsourcing partner.

6 Evaluate and improve

Finally, to keep IT outsourcing communication aligned, you should evaluate and improve your communication processes and outcomes on a regular basis. You should measure the effectiveness of your communication using relevant metrics, such as quality, speed, accuracy, and satisfaction. You should also solicit and listen to the feedback from your outsourcing partner, and identify any gaps, challenges, or opportunities for improvement. You should then implement the necessary changes and adjustments, and monitor the results. Evaluating and improving your communication will help you optimize your IT outsourcing performance and relationship.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?