IT outsourcing can be a great way to save costs, access specialized skills, and improve efficiency. However, it also comes with some challenges, especially when it comes to communication and collaboration. How do you keep your team informed after IT outsourcing? Here are some tips to help you manage your IT outsourcing project effectively.
The first step to keeping your team informed after IT outsourcing is to choose the right communication tools. Depending on the size, complexity, and duration of your project, you may need different tools for different purposes. For example, you may use email for formal updates, instant messaging for quick questions, video conferencing for meetings, and cloud-based platforms for file sharing and collaboration. Make sure you select the tools that suit your needs, preferences, and budget, and that your team and your outsourcing partner are comfortable with them.
I would recommend against using email as outsourcing impacts individuals on a personal level. Hold a meeting to announce the outsourcing decision. Provide context, share the expected benefits, and address any concerns or questions your team might have.
The next step to keeping your team informed after IT outsourcing is to establish clear communication protocols. This means setting the expectations, roles, and responsibilities of each party, as well as the frequency, format, and content of communication. For example, you may decide to have weekly status reports, daily stand-up meetings, and monthly reviews. You may also define the escalation process, the feedback mechanism, and the quality standards. Having clear communication protocols can help you avoid misunderstandings, delays, and conflicts.
The third step to keeping your team informed after IT outsourcing is to build trust and rapport. This means developing a positive and respectful relationship with your outsourcing partner, as well as fostering a collaborative and inclusive culture within your team. For example, you may use social media, newsletters, or blogs to share your company's vision, values, and achievements. You may also organize virtual team-building activities, celebrate milestones, and recognize contributions. Building trust and rapport can help you create a sense of belonging, engagement, and loyalty.
Create a platform for your team to express their concerns and questions. Address these concerns honestly and provide reassurance where needed. Be prepared to provide explanations and context to alleviate any fears. Make the conversation a safe space where people can be themselves and ask questions which might not be politically correct.
The fourth step to keeping your team informed after IT outsourcing is to monitor and measure progress. This means tracking the performance, quality, and outcomes of your project, as well as identifying and resolving any issues or risks. For example, you may use dashboards, metrics, or indicators to evaluate the efficiency, effectiveness, and satisfaction of your project. You may also use surveys, feedback forms, or interviews to collect the opinions and suggestions of your team and your outsourcing partner. Monitoring and measure progress can help you ensure accountability, transparency, and improvement.
The fifth step to keeping your team informed after IT outsourcing is to provide training and support. This means equipping your team with the skills, knowledge, and resources they need to work effectively with your outsourcing partner, as well as addressing any challenges or concerns they may have. For example, you may offer online courses, webinars, or manuals to teach your team how to use the communication tools, follow the communication protocols, and understand the project goals and requirements. You may also provide coaching, mentoring, or counseling to help your team cope with any changes, difficulties, or conflicts.
The sixth step to keeping your team informed after IT outsourcing is to solicit and share feedback. This means asking for and giving constructive and timely feedback to your team and your outsourcing partner, as well as communicating the results and impacts of your project. For example, you may use online polls, forums, or chats to gather the insights, ideas, and recommendations of your team and your outsourcing partner. You may also use newsletters, reports, or presentations to share the achievements, lessons, and best practices of your project. Soliciting and sharing feedback can help you enhance learning, innovation, and collaboration.
Recognize the contributions of your team during the outsourcing process. Highlight their expertise, dedication, and adaptability in managing the changes.
Avoid telling them that you are entering a great and bright future, but unfortunately there is no place for them in it! This happens too often.