Outsourcing IT services: strategies for successful outsourcing

IT outsourcing has proven to be a very useful instrument in today’s companies. Below, we review the keys to a service that is increasingly in demand and that we provide at Pasiona.

What is IT outsourcing?

Firstly, it should be noted that outsourcing IT services is about delegating IT-related tasks. It is a way of organising and sharing a facet of work that is becoming increasingly important;

This delegation of functions is part of a relatively widespread process in the business world; We refer to digital transformation. The digitisation of firms’ activities is becoming essential to ensure their competitiveness;

In this sense, there is no doubt that the implementation of digitalisation is an investment with positive return. However, not all companies start from the same conditions when it comes to putting it into practice;

On the one hand, organisations with a high volume of business are generally able to equip themselves with a IT department. On the other hand, small and medium-sized enterprises may experience difficulties when it comes to increasing their workforce;

Although large companies can also choose to outsource their IT services, it is an optimal solution, especially for SMEs; They have the possibility to outsource the IT services they need, allowing them to rationalise their IT spending.

In this regard, they can opt for outsourcing general IT assistance. This can be provided for an agreed number of hours per month; But they may also prefer this formula only for a specific programme they have to deal with; For example, for the digitization of old files or an online marketing campaign.

A small toy shop will not have the same needs as a 4.0 project; The adaptability of IT outsourcing is one of its added values.

Benefits of IT outsourcing

There are several advantages to delegating a company’s IT work; The first thing we have to take into account is that they imply a necessary professionalization of these tasks.

Appointing specialised technicians to carry out these tasks will have a direct impact on the productivity of the company. On the one hand, because of the fact that these functions will be taken over by specialists who will optimise the quality of the orders; On the other hand, by relieving employees who previously had to take responsibility for IT without being IT experts;

IT outsourcing guarantees that professionals are responsible for ensuring that the company’s digital needs are always covered. In this respect, equipment will be adequately invested in and upgraded; Staff will also receive appropriate training and assistance; Finally, outsourced orders will be carried out flawlessly;

Apart from the reputation that comes with a job well done, it also brings a considerable savings. We are talking about saving time and money; First, outsourcing is quicker than outsourcing IT responsibilities to workers in other departments; In terms of cost savings, it is more cost-effective to pay for the best work than to have to deal with or correct delays or failures;

In short, this delegation of the digital side of the business has an impact on the organisation’s virtuous circle; Digital services are in the hands of trusted personnel, due to their specialization. On the other hand, the employer and the rest of the staff can focus on their specific areas, without having to worry about IT;

Recall that in a pyme, the entrepreneur himself is often involved in much of the day-to-day business affairs. That is why a consultancy firm like Pasiona can make a significant contribution;

Outsourcing challenges

On the other hand, the implementation of IT outsourcing in a business organization is not free of tensions. It is important to anticipate them in order to intervene effectively if they occur;

In this aspect, communication can become a first obstacle. IT technicians may use a language and register with concepts and expressions that are difficult for staff to understand; A reciprocal effort is therefore required; Computer scientists have to adapt their jargon to make it fully understandable; Workers in other departments need to get up to speed so that they know what they are talking about;

Coordination, on the other hand, is essential. This does not only have to be in terms of timetables; It also needs to be about alignment in the way of working that harmonises roles and avoids conflict;

Internal resistance represents another complication to address. There are employees who may receive IT outsourcing with reluctance. They may be dismissive of changes to their usual ways of working or feel that their jobs are in jeopardy; Transparency is the key to overcoming this resistance; Otherwise, veteran workers could sabotage, delay or frustrate some work;

Adapting to the company’s organisational culture also requires a transition based on planning the allocation of resources for this purpose; Finally, the confidentiality to avoid security breaches and leaks of corporate information.

Strategies for IT outsourcing

Finally, we must emphasize that anticipating the above challenges entails programming strategies for successful outsourcing. Firstly, they involve facilitating proactive communication between the parties; It will depend on arranging regular meetings and updates via data connection devices;

A justified definition of roles and responsibilities will also contribute greatly to the meshing of coordinated work. We will avoid overlaps and conflicts; A kind of liaison committee is of great help for these purposes; It should include people from both sides to facilitate constructive resolution of any differences;

Let’s not forget the interest of engaging all these employees in shared goals. KPIs and metrics will allow us to monitor the degree of compliance.

In short, IT outsourcing is revealed to be a highly functional form of work organization. It is a worthwhile investment for companies to cost-effectively experience a leap in the quality of their digital services; At Pasiona we offer this contribution.