Explore how outsourcing tasks like reception can streamline operations, free up resources, and boost the bottom line. Learn when and how to outsource strategically.
In today’s competitive business landscape, business leaders face constant pressure to optimize resources and maximize efficiency yet are expected to respond quickly to opportunities and continually drive productivity across the organization.
In such a landscape, it is crucial for organizations to quickly adjust their workforce size and capabilities to meet changing business needs. One way for an organization to gain access to expertise beyond its core capabilities and quick access to the right talent is to leverage on temporary, part-time, or contract workers to meet varying demands.
Another way organizations can ensure staffing flexibility is through outsourcing which can provide a range of benefits including reducing costs, scalability, access to a broader talent pool, and allowing the in-house team to focus on other areas of the business.
What is Outsourcing?
Outsourcing is a strategic practice of delegating specific tasks, functions or entire processes to external providers. These providers are typically specialized companies or individuals with the expertise and resources to handle the outsourced tasks efficiently.
Businesses typically use outsourcing for HR processes such as payroll and recruitment and tasks where specialized expertise is needed like RFID innovation. However, the power of outsourcing front office tasks such as receptionist services cannot be overlooked.
How Outsourcing can help the business
Outsourcing tasks and functions such as receptionist services and more to a specialized provider allows the in-house team to focus on the tasks that would drive the core business.
Allocating these tasks to an external provider provides the assurance of uninterrupted service. For instance, if the regular receptionist were to go on leave due to vacation, illness, or other reasons, the external provider will typically provide a qualified cover to ensure smooth operations.
Placing these tasks in the hands of experienced specialists will also ensure that they will be carried out according to operational best practices that may be too complicated or time-consuming to develop in-house.
Additionally, outsourcing gives businesses access to a larger talent pool and sustainable source of skills without having to spend additional time and resources to recruit. In line with that, scaling (up or down) can be done with greater ease and efficiency.
On top of the operational benefits outsourcing brings, it also offers a move from fixed to variable costs and makes variable costs more predictable, allowing businesses to effectively reduce costs, optimize resources and maximize efficiency.
Boost the bottom line & increase efficiency: A closer look at the power of Outsourcing
For instance, high receptionist turnover can disrupt business operations, requiring urgent coverage and leaving businesses scrambling to train replacements. The constant change of staff can lead to unstandardized workflows which further complicate matters. Long receptionist leaves can also create unmanned counters and a negative first impression on visitors.
To curb these challenges, businesses can choose to contract an external provider or virtual receptionist service to manage tasks such as answering phone calls, greeting visitors, scheduling appointments, and handling basic administrative duties.
Outsourcing receptionist duties to an external service provider can help businesses:
Streamline their operations, improve efficiency.
Ensure visitors get a consistently professional first impression.
Have assurance of reliable coverage for unexpected absences, missing disruptions.
Save costs on hiring, training, and maintaining an in-house receptionist.
Gain more flexibility, including after-hours and weekend support.
Enable the business to easily scale the function up as it grows.
Allow the business to focus more on their core activities and strategic goals without being bogged down by administrative tasks.
To further streamline operations, businesses can opt to engage a provider which provides multiple office services for ease of vendor management.
7 factors to consider when deciding to outsource
Despite its benefits, outsourcing doesn’t come without its share of challenges. When tasks are outsourced, some degree of control over how it’s done is relinquished. Security risks can also be introduced when data, especially confidential data, is being shared with the provider. Furthermore, it can be tricky to integrate outsourced work within-house operations.
Start by listing out the various tasks and processes the business can potentially outsource and consider them against these questions:
Does the task require expertise or specialized technology?
Does the task involve a lot of administrative work that takes away from core business activities?
Is not having direct control over the task something that will adversely affect the business?
Can the risks be managed effectively by a service provider?
Is it necessary to scale the task quickly?
Can an external provider ensure quality?
Is it more cost effective to outsource?
If the answer to most of these questions is a resounding “yes”, outsourcing is the way to go.
7 things to look at when selecting and onboarding an outsourcing service provider
Selecting the right provider matters just as much as deciding which task to outsource. Practice due diligence when choosing an outsourcing partner and conduct reference checks before signing the contract. Things to look out for include:
Does the provider have industry expertise for the task?
Does the provider have a pool of professionals trained to deliver quality results?
What have previous clients said about working with the service provider? And does the provider have a good reputation in the market?
Does the company have reliable case studies that showcase their experience and expertise?
Does the company have robust security practices that comply with data privacy regulations?
Is the contract clear with well-defined quality standards and performance metrics?
What is the handoff process like and what communication channels will be used to ensure a smooth workflow?
Looking to outsource front office services like receptionist duties, pantry management, RFID Innovations, or more? Contact us to find out how our outcome-based, talent-driven outsourcing solutions can deliver the results you need to win.