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Outsourcing Horror Stories (and How to Avoid Them)

Outsourcing Horror Stories (and How to Avoid Them)

Businesses can really benefit from outsourcing. It lets them find more skilled people for the job, potentially save money, and free up their own staff to do the most important things for the company. But, just like anything else in business, there can be problems. 

What happens when a dream turns into a nightmare? Imagine things going great, then suddenly everything goes wrong! That’s what we want to avoid with outsourcing.

Before you dive into outsourcing, let’s explore some common outsourcing pitfalls and, more importantly, how to avoid them:


  • Scenario:
    You outsource a critical software development project to a company with “seemingly” impressive credentials, only to receive mediocre work filled with bugs and issues. Fixing these issues in-house ends up costing you more than the initial project budget.
  • The fix:
    Don’t be blinded by low prices or flashy marketing materials. Do your due diligence! Here’s how:
    • Check references. Reach out to past clients about their experience with the outsourcing company.
    • Request a portfolio. Review the company’s previous work to assess their skillset and ensure they align with your project needs.
    • Conduct a trial task. Start with a smaller, well-defined project to test the waters before committing to a larger task.
    • Establish clear quality control procedures. Define deliverables, milestones, and communication protocols to ensure you receive the expected quality.


  • Scenario:
    You outsource customer service to a company overseas, but the language barrier leads to misunderstandings and frustrated customers. Things get way worse, way faster, and your brand reputation takes a hit
  • The fix:
    Clear communication is important. Here’s how to ensure it:
    • Invest in language training. If necessary, provide language training for the overseas team to ensure they can effectively communicate with your customers.
    • Consider everyone’s time zoneSchedule regular meetings at a convenient time for both parties. 
    • Use project management platforms and video conferencing to ensure smooth collaboration.
    • Establish clear expectations. Outline communication protocols, response times, and escalation processes.


  • Scenario:
    You outsource a marketing campaign with a seemingly fixed budget. However, hidden fees and unexpected costs pop up throughout the project, leaving you with a final bill significantly higher than your initial estimate.
  • The fix:
    Transparency is key. Here’s how to avoid budget surprises:
    • Get a detailed quote. Ensure the quote outlines all costs, including regular rates, additional fees, and potential project overruns.
    • Break down the project into phases. This allows for better cost control and allows you to adjust the scope of work if needed.
    • Establish clear payment terms. Specify payment schedules and tie payments to project milestones.
    • Maintain open communication. Discuss any potential changes to the project scope or budget promptly to avoid surprises later.


  • Scenario:
    You outsource a project and find it challenging to get updates or reach the team responsible. The lack of transparency and responsiveness leaves you feeling frustrated and uncertain about the project’s progress.
  • The fix:
    Establish a strong working relationship. Here’s how to remain informed:
    • Assign a dedicated point of contact. Have a designated person on both sides who is responsible for all communication and project updates.
    • Schedule regular progress reports. Set a clear timeline for updates and stick to it. These can be weekly, bi-weekly, or monthly depending on the project size or the team agreement.
    • Use online platforms that provide real-time project visibility and track progress.
    • Maintain open communication. Encourage open communication and address any concerns promptly.

Building a Successful Outsourcing Partnership

Outsourcing doesn’t have to be a nightmare. When you carefully evaluate potential partners, establish clear communication protocols, and manage expectations, you can turn outsourcing into a powerful tool for growth.

The foundation of any successful outsourcing partnership depends heavily on choosing the right partner. A reliable and skilled team can amplify your capabilities, but a mismatch can lead to frustrations and missed deadlines. 

At Filta, we understand this critical first step. We take pride in our proven track record and our commitment to excellence and expertise, open communication, ensuring a smooth and successful collaboration throughout your outsourcing journey. Consider partnering with Filta to turn your outsourcing dreams into reality!

Don’t let outsourcing horrors keep you up at night! This strategy can be a real asset, but it is important to be smart about it. Keep in mind all of the tips provided above so you can navigate outsourcing like a pro and take your business to new heights!

Reach out to us here at Filta by emailing Nerissa Chaux, Filta’s Co-Founder and Chief Growth Officer at Visit to learn more.

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