Outsourcing Problems and Their Solutions

The mistakes of outsourcing are something that many companies think about before taking the plunge.

Although it can be a cost-efficient solution, it comes with its own set of risks and problems. The most common mistakes that companies make when outsourcing is a lack of communication between the outsourcer and the customer and poor quality deliverables due to limited resources or lack of expertise.

To prevent mistakes from happening in the first place, companies must have thorough guidelines for both parties to follow and understand expectations clearly, as well as create a dedicated feedback system so that any mistakes can be quickly addressed.

Setting up a well-defined onboarding process is also essential to ensure that teams are familiar with each other’s processes and roles to maintain efficient communication channels. Below is a list of the most common outsourcing mistakes and how to fix them.

Problem №1: Lack of Control

Lack of Control

When mistakes are made in outsourcing projects, companies can experience a considerable loss of control. This is especially the case when transitioning from an in-house team of workers to outsourcing the same project. The degree of control maintained over an outsourced project depends on communication between vendors and the location of said vendor.

Poor management or communication with service providers may result in decreased quality of the deliverables due to a lack of updated requirements.


To counter this issue companies need to conduct thorough research on their potential service providers before hiring them and implement a robust tracking plan with regular meetings and KPIs to track progress. Taking these steps offers companies an improved chance at mitigating mistakes made in outsourced projects, leaving them securely in control for better results.

Problem №2: Language and Cultural Differences

Effective communication plays an important role in the success of any outsourcing relationship. Understanding the language and cultural barriers faced by companies that are new to outsourcing is crucial to maintaining a successful partnership. Common problems faced with communication can lead to decreased quality of project delivery, causing serious issues for any business.


To avoid problems, good business practice dictates setting proper business hours between both parties when they can communicate with each other. The use of effective project management tools facilitates this communication, as well as providing a standardized format and escalation mechanisms depending on the circumstances. Ultimately, proper internal processes need to be developed if businesses want a successful outsourcing relationship.

Problem №3: Difficulties in Transferring Knowledge

Having a clear and effective knowledge transfer plan is essential when outsourcing any business project. Poor knowledge transfer can result in negative impacts on both the parent company and the outsourcing partner. For the parent, if their chosen vendor fails to maintain proper documentation of the project their details may become unclear and confusing, making it more difficult to end the agreement with that vendor and find a replacement.

On the other hand, without a comprehensive project framework or documentation, an outsourcing partner may have difficulty understanding specific requirements put forth by the parent company, potentially resulting in low productivity levels.


Taking steps towards the prevention of these issues should be done immediately by thoroughly documenting procedures for any outsourced products or services. These documents should include items such as a product vision statement and SWOT analysis as well as user prototypes that illustrate expectations for the operation and delivery of the service or product.

Problem №4: Doubts about data security

completely exposing your business assets to the potential risks of having a third-party company handle them. Consequently, it is important to take into consideration all security protocols, data protection measures, and related concerns that involve trade secrets, patents, copyrights, and other important information. Of primary concern is the chance of a vendor leaking sensitive information.


It is necessary when choosing any service provider to evaluate their policies and standards regarding protective protocols and technologies. Through sound decisions based on security protection measures, you can rest assured that the critical details of your operation are safeguarded from potentially damaging breaches.

Problem №5: Hidden and Unforeseen Costs

Outsourcing can lead to cost savings and help your business stay competitive, but it's important to consider all the expenses that may come along with it. Hidden and unforeseen costs like software upgrades, troubleshooting, and redeployment are just a few of the factors that could add up beyond the initial cost estimate given by the vendor.


To stop any surprises later on, make sure you have an open dialogue with your vendor so they can give you an accurate and transparent quotation for your outsourced project. That way, you can properly budget and prepare so that nothing unexpected catches you off guard!

Hidden and Unforeseen Costs

Problem №6: Lack of Expertise with The Outsourced Task

A risk of outsourcing is a lack of knowledge and expertise in the subject matter. Without understanding different technologies and solutions, a company may miss out on the right hire.


The best way to mitigate this risk is to have a clear definition of performance standards for the project backed by someone knowledgeable in the area, like an in-house employee. Alternatively, an organization can find an outside vendor that they trust so that they aren’t left alone in assessing work results. Ultimately, filling the knowledge gap through research and qualified personnel can help ensure that companies don't face this problem with outsourcing.

Problem №7: Expectation and Goal Mismatch

It is essential to spell out exact requirements while outsourcing your business goals and objectives not to face disappointment. Poor communication between the parties can lead to expectations and goals mismatch.


To minimize this risk, companies should draw up a transparent contract with all the requirements defined specifically, as well as allow for future changes if necessary. Keeping both sides informed at all stages of the process can also help prevent any potential misunderstandings from occuring between vendors and customers.

Ultimately, proper goal setting is crucial before starting any project related to outsourcing thus keeping expectations on par with outcomes.


Outsourcing can be a great way for companies to save money, streamline their operations, and tap into new markets. However, it is important to carefully consider the risks involved to ensure that you are making the best decision for your business.

By understanding common problems related to outsourcing and developing strategies to mitigate those risks, businesses can get things done.

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