Outsourcing services is an important resource for your company to optimize processes and increase results. However, for this solution to really stand out, you need to do more than simply recognize its value: you need to have a strategy so that each measure is carried out in a way that meets corporate interests in terms of goals.
Although managing these contractors is still a challenge for many businesses, the consolidation of outsourcing in a wide range of sectors has brought several advantages that justify its adoption. Cost predictability, investment prioritization and a focus on core business are just some of the advantages that good outsourced management can bring to your business.
That’s why we’ve come to talk a little more about the main challenges with outsourced management. Read on and check it out!
Some of the benefits of outsourcing
- Improving Service Quality with Specialized Workforce
Having access to qualified and specialized professionals to handle daily tasks is crucial for achieving expected results in your business. This is especially true for complex tasks and processes. Partnering with experienced companies capable of addressing specific needs becomes even more important in managing these professionals.
- Cost Savings on Staff and Equipment
Depending on the specific sectors of your company, when you hire a specialized service provider to address specific demands, you delegate the responsibilities related to the necessary infrastructure for that particular activity. This ensures cost savings and high performance.
The same applies to the acquisition of certain equipment that may also require the hiring of specialized labor to operate. In many industries, this can represent a significant financial and management challenge. Therefore, outsourcing companies can offer the maximum in terms of quality, considering both resources and professionals.
- Optimizing Management’s and Team’s Time
As mentioned earlier, when you transfer your needs to service providers, one of the main advantages is the significant reduction in the workload. This allows for a better strategic vision, improved division and organization of responsibilities, and a more professional approach to processes.
Efficiently managing contracted companies greatly benefits the human capital, allowing the team to perform better, make better decisions, and reduce concerns about daily bureaucratic tasks.
What Are the Main Challenges in Managing Outsourced Workers?
- Dealing with Different Companies
With various different companies specializing in their respective areas operating within your business, it’s natural for the volume of information and the specific needs of each area to intensify as projects evolve.
Therefore, it is essential to maintain control over how many and which outsourced employees are authorized to access certain resources, files, or even areas within the company. It’s also important to verify information and contract details, as well as to maintain regular communication with the service provider about changes, issues, new demands, or updates to the contracted scope.
Unfortunately, many businesses still manage this control using spreadsheets, internal networks, or even physical files. However, this approach can lead to errors, inconsistencies, and additional work, and it’s not the most secure option for such critical data.
- Performance Evaluation
In the daily work and management of contracted companies, it can be challenging to establish parameters for evaluating the performance of these teams. Depending on the volume and diversity of the types of outsourced companies, there may not be an objective evaluation method that clearly outlines the results a specific company is delivering, especially in the absence of a modern management system.
By using a platform that allows you to manage all information and access regarding outsourced companies and their employees, this challenge becomes less daunting. Furthermore, rather than identifying this need and then conducting an evaluation later, it should be an ongoing process from the beginning of the partnership.
- Document and Certification Updates
Document updates are also a challenge feared by many managers who need to deal with outsourced companies. It’s not easy to keep track, for example, of the validity of certain certifications. The documentation may be sent by the service provider via email or physical documents, and the internal team of the hiring company is responsible for archiving these documents.
Searching through physical files to find papers and manually checking dates can be time-consuming. Even with a calendar, the volume of work can be significant and unoptimized. Once again, the importance of having an intuitive management system with real-time dashboards and reports cannot be emphasized enough, as it saves time and effort.
- Authorization of New Employee Entry
In the process of hiring and managing outsourced workers, it’s common to have some level of employee turnover. However, managing this process can be labor-intensive and time-consuming each time it occurs. If notice is given shortly before the new employee’s entry, it can lead to a rush and anxiety when updating the system, granting access, and dealing with various productivity barriers.
The best solution for challenges like this is to have a unified and integrated base for visualizing and managing contracted companies and their employees, optimizing the document issuance, access control, and permissions management process.
So, How Can You Optimize the Management of Contracted Companies?
We have compiled some of the best practices for optimizing the management of outsourced workers. Here are some key steps:
Periodically verify the contracts’ regularity. Maintain records of the contracted companies and their relationships with the outsourced employees. Keep an eye on potential legal, financial, and tax-related issues, ensuring security and reliability in the hiring process.
Stay informed about the services provided by the contracted companies. Initially, carefully assess the main needs and demands that need to be outsourced, and research the service and companies that offer those solutions.
Prioritize the use of a digital management tool for outsourced employees. Similar to how Marketing, Sales, and HR have software resources to manage their needs, there are solutions focused on managing and optimizing processes with outsourced workers.
GEC is the solution for Managing Contracted Companies developed by GAP Sistemas. It allows you to centralize all the outsourced partners and their employees in a single integrated platform.
This system resolves the issue of managing different contracted companies, replacing the recording of documents in spreadsheets and physical files. Backups ensure your company doesn’t lose any data. To help with bureaucracy, GEC includes document registration with a notification system and an automated calendar to keep you informed of document expiration dates.
The GEC system also allows specific access for contracted companies to update documentation directly on the platform, streamlining the approval process. The onboarding of new employees can also be managed directly through the platform, reducing the time required for approval and authorization issuance. It integrates directly with your company’s entrance security system to facilitate the process.
For performance evaluation (SLA), GEC has an integrated system that regularly requests indicators for evaluation, consolidating this information to support the decision-making process of the hiring company.
All of this is consolidated in an intuitive and user-friendly platform with real-time dashboards and comprehensive reports. Would you like to try it for free for 30 days? Request your access now!
