Business Process Outsourcing. Here’s All You Need To Know
As your organisation grows you will face a number of challenges. These may come in many shapes and forms and is it vital to be proactive in formulating strategies to tackle these difficulties. A key challenge could be to insource or outsource your everyday processes.
Let’s take an example. You are an organisation that deals with many documents containing data critical to your everyday business processes. It might be something like; customer details, customer surveys, ordering or even your accounting documents. The question is whether you can justify hiring staff to manage these documents and turn them into data that is of value, or whether you should outsource this process.
The practice of outsourcing business processes is growing rapidly every year as for the most part specialised companies can basically perform the tasks you need more efficiently, accurately and economically.
However, I have decided to put to rest a few negative assumptions that are out there about Business Process Outsourcing.
Business Process Outsourcing Myths
Myth 1 – My data will not be secure
At Datatime Services, we often hear concerns about the security of our client’s data. This is an incredibly valid point as data is now the lifeline of any organisation trying to create a competitive advantage, and the last thing you want to do is put your data into the hands of an organisation that may sell it to the highest bidder. What might have taken many years to achieve could take a couple of minutes to lose.
If you use a trusted and reputable organisation that specialise in data security and have a track record of excellence in providing professional services to many clients, you have nothing to worry about. However, I would suggest that you use local providers rather than considering outsourcing overseas. Go and see the office, ensure the security is high and read the contract in detail. If it is a long-term project, get the suits involved. The vendor won't care if they have nothing to hide.
Myth 2 – It will be more efficient to insource
This is another common myth and I understand where you are coming from. Why would you collate a bunch of documents, then ship them to a company to only have them convert them and send them back? The answer is that unless you have a team on this case, and you have the latest technology, a third-party document conversion organisation will almost always be more efficient.
Organisations like Datatime do this as part of their everyday processes and have been around for a long time. They generally have a multi-stage process that follows a number of different procedures to ensure that efficiency is the key to their operations. For instance, we pride ourselves on being able to accept any project regardless of size, as we maintain a flexible staffing level. This flexibility allows the completion of projects, whether small or extra-large, within a mutually agreed timeframe.
Insourcing is a good way of managing your documents, however, if you employ a full-time employee and overload them one day and have nothing for them to do the next, your efficiency is out the door.
Myth 3 – We have unique needs and our in-house team will get better results
We pride ourselves on 99.95% accuracy, and I am sure others in our industry do as well. This accuracy is technically impossible for an in-house team to achieve in the same timeframe, simply because we utilise the latest technology whilst processing the multiple stages that the documents must go through before they are fully converted and verified.
Many of our clients come to us after they have already tried the in-house option and run into a number of issues, simply because they didn’t have the resources or the technology to implement various stages of verification due to the timeframes requested. Moreover, in most of the cases, an investment in the technology we use was not justifiable.
Myth 4 – It will cost a fortune to outsource
This is the most common myth heard with regard to outsourcing. Regardless of what you are outsourcing, whether it be your finances, marketing or web development, outsourcing is more cost effective in almost every case. Furthermore, you obtain specialised help without the need of extensive in-house training, investment in technology and don’t get locked into employment commitments when your workload is expected to fluctuate. In the short term, insourcing may be a viable solution, however, in the long run, depending on how your business operates it would be a lot cheaper to outsource. If a guaranteed 99.95% accuracy is promised, you can't go wrong.
Felix Choo MBA B.ENG – Solutions Consultant, PNORS Technology Group
Having worked in national and senior roles in both Timber and Packaging Industries, Felix has gained significant experience and knowledge in a variety of businesses and business processes. Being a creative problem-solver, he is a great listener and seeks to understand a client’s challenges and difficulties, before strategising and proposing a solution.
Felix is a man of many talents, approaching challenges head on which assists his strategic decision making by turning ideas, thoughts, or even a bit of scribble on a post-it note, into massive action with excellent results. Felix is passionate about working side by side his clients as they grow and he works with them to achieve great things.