How to get outsourcing to work for you

Richard Brewin • December 23, 2021

Few businesses can afford to carry spare or under-utilised resources these days and accounting firms are no different. Running a lean business model is pretty much a requirement for management. Add to that the skills shortages, recruitment headaches and deadline pressures and it is no surprise that outsourcing is very much on the agenda within the profession.


Whilst outsourcing is nothing new, technology has enabled it to flourish by bringing it operationally into the heart of a firm regardless of where the resource sits in the World. As a flexible, scalable human resource, it is an obvious solution to many of today’s practice management challenges.


I profess to being a fan. Not only does it provide the resources to meet demand and fuel growth, it enables the skills of in-house teams to be better focused on client needs. But why is it that some firms make it work so effectively and yet others struggle, often whilst using the same outsource supplier?


Here are my tips for effective outsourcing:


  1. Be clear on where outsourcing sits within the vision and goals for your firm. Is it a short term solution or part of your longer term vision?
  2. Understand the differences between outsourcing and offshoring. Outsourcing is about moving a service outside of your firm. Offshoring is much more about dedicated resources being placed offshore. If you see your ‘outsourced’ operation as being an integral part of your firm and team then offshoring is much more appropriate.
  3. Outsourcing is not just about production, such as accounts, tax and payroll. Think about what services and resources your business as a whole uses and what could be effectively outsourced. You probably do it already with HR, IT, marketing etc but what about admin, client support, property management, specific projects etc?
  4. Communicate your plan clearly to your existing team. Giving them an understanding of your thinking and involving them in the process will help to alleviate any fears or resistance.
  5. Treat any outsourced resource as a part of your business in order for it to be effective. They should be part of your systems, culture and team. Building relationships makes a world of difference to your outcomes.
  6. Set your expectations from the outset and be clear in the communication of the roles and responsibilities. You cannot leave such things down to interpretation when you are dealing with different cultures and suppliers who will be working to other firms systems, standards and requirements as well as yours.
  7. Define the finished product. What is acceptable? What does ‘good’ look like?
  8. Communicate your system. Be clear what works for you and what needs to happen. Equally, ask your supplier to do the same. What do they need of you?
  9. Have a clear system of management, control and review. Who is responsible for overseeing the process and outcomes at your end and what is their system of management?
  10. Establish a timetable of regular review with the supplier to cover workflows, quality issues and other operational matters. Make sure that you have a dedicated senior point of contact


Whilst it is usually the outsourcer who picks up the flak for the operation not working too well, you don’t have to look too far to find contributory failings in the preparation, management and communication at the accounting firms’ end. Follow these 10 steps and you will see just how valuable a resource your outsourcers can be.


Good luck!

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