Business process outsourcing (BPO) means contracting out a third party for business purposes. These purposes can be front-office functions, or back-office data management services.
There are several companies or BPO companies that come out in handy in supporting these functions. They have the competencies and expertise to manage things accordingly. The dynamic and highly digitized world has made it easy to interact remotely and get things done remotely.
Do you know how it works?
Here is the explanation.
How does a BPO company work?
There are a variety of reasons to opt for business process outsourcing services. These reasons, again, are different corresponding to the type of business you have, its size, market conditions, and economic factors, etc..
Let’s say, a startup company needs support for its back-office management. It might have capital, but lacks resources to set up staff for performing in-house functions. On the flip side, there can be a well-settled company that requires the next level of assistance for assessing data and preparing growth strategies or digitizing the entire backend management system.
In both cases, BPOs emerge as an exceptional option to get better jobs done at a lower cost.
How it happens.
Fortunately, we have a digital environment where requirements can be conveyed in no time. Even, the outcome is delivered in a fraction of a second once done.
• What-to Identification
It all gets started with the identification of what to outsource. The management experts come out with the requirement. This is filtered by assessing functions and their outcomes. Also, the total investment is measured. Once found, the shifting of a specific task to an outsourcing services provider happens.
• Finding Vendors
The organization has to find the one that can work with commitment and quality. Costing is also a matter of concern, but it comes later. It finds the best vendors for the work. Then, the shifting of work goes on. The in-house process is made accessible to the external provider.
Certainly, it requires a big change in management. The outsourcing company is going to take the charge, which generally affects staff and existing workflows. A proper process is defined for smooth communication and exchange of services.
• Invest in New Technologies
Reaching out to a third-party professional certainly requires shifting. The offbeat systems would be replaced with digital practices and devices, like servers, computers and the cloud, etc. The requirements and cost of technology products would depend on the scope of functions being assigned. These changes would impact finances.
The organization has to be ready for paying corporate taxes also.
• Security and Compliances
Also, there may be compliance like GDPR that lets companies think twice before incorporating with. It ensures companies offer local storage for certain types of data. This can prevent sensitive data from being misused.
This compliance should have involved IT, security, legal and financial executives in transactions. Besides, the leading functions should be crystal clear in the agreement. Thereafter, you should take its timely revision into account. Do focus on revising regulatory and financial changes.
• Clearly Define Scope of Work
The organization must determine the scope of work upon shifting from in-house staff to the external partner. The authoritative people should redefine the entire workflow and processes. It is to ensure adapting the shifted technology and outsourcing company.
Find out key objectives for why you are outsourcing functions. It can be cost savings, increase quality, faster turnaround time, and some other objectives. Then, create contractual obligations to assess the performance of the outsourcing partner and the success metrics actually achieved.
Like this, one should be aware of risks associated with BPO.
Risks Associated with Hiring a BPO
Organizations should also consider potential risks associated with outsourcing business processes. These can be any of the following:
• Tech breaches
A technology-based glitch can prove a bad actor. Hackers always look for sensitive information. The customers’ personal data can be at great risk of security breaches.
• Unanticipated/higher costs
Hiring a BPO can be pricy if you don’t know the market price. Sometimes, they miscalculate the amount of work and charge more. You should be aware of the entire calculation and do add a clause in relation to it in the contract.
• Bitter relationship
There might be some communication gaps. You may not be able to interact with the outsourced providers. Sometimes, the culture and working hours can prove a big barrier.
• Overdependence on BPO
Sometimes, the organization becomes over-dependent on the outsourcer. The latter one can take benefit out from it. So, the organization must manage this corporate relationship, ensuring that the key objectives are met at the agreed-upon cost.
• Increase prospective challenges
Some small issues may lead to big trouble that could permanently terminate the corporate relationship with the BPO firm. These issues can be related to finances, data, and workplace-based challenges. The organization should consider these risks prior and come out with a contingency plan on how to come across them.
Business Process Outsourcing refers to contracting out a third party for a business process. It can be an overseas professional or a BPO company. It works upon determining the requirements, reaching out to the BPO, and setting an agreement to work. This process can help you find an economic deal for carrying out business purposes.