Maestro Technologies - Intelligent management software for the construction industry.

Information outsourcing: how to succeed at the game

Outsourcing is not currently a well-known service to SMBs and the construction industry. The objective is to free up internal, IT or administrative personnel from non-productive IT tasks to allow them to concentrate on their primary activities within the company. In other words, an outside organization is mandated to properly manage tasks that are often neglected to the detriment of daily tasks.

Among others, the decision to outsource tasks depends on the importance attached to managing electronic information, the level of tolerance for technological risks, how technologies contribute to productivity and, finally, the vision of IT in general. Is outsourcing actually an expense or an investment? Below is a description that can clarify the topic for you.

Determine the reasons

Based on the size of the company, managers may or may not have the internal or external resources they need to manage their computer network efficiently. First of all, you must define the main reasons for transferring certain tasks to a technology outsourcer. Below are some examples:

• to overcome capacity limitations in terms of time and availability of existing resources
• to rekindle technological development (because we are usually involved in problem-solving rather than value-added innovation)
• to stop depending on a single person who only has a very low level of responsibility, especially when the individual is an employee and
• to have access to a larger pool of skills able to simultaneously handle multiple challenges

Set objectives

Secondly, it is essential to define one or more concrete and measurable objectives from which it will be possible to evaluate the performance of service outsourcing. Below are some examples:

• total cost reduction over a given time period including services, equipment and the cost of non-productivity over a period of 3 to 5 years
• an increase in productivity that may be the result of easy remote access by employees, faster access to data and applications, better integration of technologies, which makes it possible to handle a higher volume of tasks without increasing the number of employees
• an overall decrease in technology-associated risks for the company, by managing and constantly monitoring elements of risk (anti-x, intrusion protection, daily backups, management of a backup solution in the event of an incident, etc.)
• Select an outsourcer

Below are the steps that should be carried out and validated before using an outside firm:

• Network diagnostics: Diagnose your computer network to document your network and provide you with all the tools necessary to compare service offerings.
• Outsourcing estimate: Have a simple estimate prepared including the required updates and network management services that are to be outsourced.
• Preselect known outsourcers: Using your own business network or references from suppliers or associations and corporations to which you belong, select three (3) companies with which you would like to develop a very long term relationship.
• Diligent review: At this stage, it is necessary to check the services provided by outsourcers, their methods, promised service levels, satisfaction of existing customers, their experience with outsourcing, risk management (errors and omission insurance), etc.
• Final selection and setting up outsourcing services: Once you have selected your technological partner, the transition period can vary from a few days to several weeks, based on the status of your existing network and the urgency of your immediate requirements.

It is important to remember that your outsourcer is your partner. An outsourcing agreement for technological services is a tool for defining and managing requirements and expectations. Regardless of the industry, the keys to a successful partnership are trust, communication and good management of expectations. As long as the customer and outsourcer can adapt to the changes that will occur during the agreement period, the probability of success is increased.

Remember that beyond the services that must be provided in the context of an outsourcing agreement, the primary goal is to transfer certain responsibilities to ensure appropriate and secure management of your computer data. Whether you choose to outsource certain tasks or not is a question of managing priorities, requirements and long- and medium-term vision.