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How To Outsource Back Office Operations Effectively?

Establishing and improving effective communication with an outsourcing company is crucial. Strive to understand your requirements. Specify if all operations actually require to be contracted out or...

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Establishing and improving effective communication with an outsourcing company is crucial. Strive to understand your requirements. Specify if all operations actually require to be contracted out or if it is better to perform some of them in-house. Sometimes, particular functions decrease in value and uncommonness after being delegated to an external service provider.

Apart from that, you need to ensure you understand what you expect from the outsourcing company. There should be no trade-off at this point. Likewise, giving up quality for the sake of the economy is the gravest mistake you can make. It could only contribute to higher costs later. Bear in mind that back-office operations deal directly with the customer and are the underlay for the front-office functions. However, there are several ways to cut outsourcing costs. They are:

  • Determining if more cost-efficient offshore specialists are more reasonable than local talent pool that is cheaper to train
  • Leveraging virtual conference platforms to connect and cooperate rather than traveling to foreign specialists
  • Picking a country with comparative strengths in a specific domain you are going to contract out
  • Only employing as many specialists as you require
  • Moving some of your in-house employees who specialize in back-office operations to the outsourcing country
  • Establishing more effective communication and negotiating with your outsourcing partner
Let's further examine what to do for efficient back-office outsourcing.
  1. Specify your requirements. To take maximum advantage of contracting out, you have to understand what operations you need assistance with. It will let you cut the costs to the greatest extent possible. Therefore, you can avoid extra expenses as your in-house staff can perform specific operations more efficiently. Case in point, if you need more assistance with marketing than with data entry, then contracting out marketing will be reasonable compared to paying extra costs of outsourcing both operations.
  2. Keep away from reducing expenses. Compromising quality for cost-efficiency is a failed venture. Using an opposite strategy will guarantee that you run processes steadily and eventually get the results your clients require. Given amazing accuracy, improved task completion processes, and overall better performance of your outsourced operations, you will notice a marked contrast in the final service delivered to your clients. Apart from that, it will positively impact your in-house team members, especially if the contracted out tasks are related to HR or accounting. Therefore, prioritizing quality does not imply vast expenses on your core functions. It is rather reasonable conscientiousness in the matter of selecting an outsourcing company.
  3. Understand how fees are calculated. There is a multitude of aspects that impact what an external service provider will charge for their work. They are volume and speed of work, expertise, level of competence, portfolio and customer feedback, ease of cooperation. Consider these points when defining if a particular company is trustworthy, or if you need to continue searching.


All entrepreneurs make mistakes and you need to examine your past experience. The benefit of outsourcing back-office operations is that companies across all business domains need it, regardless of their scales. Contracting out front-office, middle-office, and back-office operations have become quite essential. Enterprises are flexible in contracting out the entire back office for performing particular operations.

Getting professional help is favorable for the price and helps you save time. Apart from that, entrusting the unknown fields to a knowledgeable and reliable company with relevant expertise makes you confident in reaching efficiency and getting profit. Helpware supports back-office operations and strategic analysis so contact us and let’s talk business!

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Dana Mahoney
Senior Vice President of Global Operations

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