Top 10 Outsourcing Problems and Effective Solutions 22 Apr 2024

IT outsourcing

IT outsourcing is becoming more common across all industries, with over 70% of organizations opting to outsource due to its cost-effectiveness.

Businesses ranging from fintech, logistics, healthcare, manufacturing, and retail use outsourcing services to manage their IT infrastructure. As a result, the IT outsourcing market generated $460 billion in sales in 2023. The market is expected to increase at a 10.99% annual rate, reaching $777.70 billion in volume by 2028.

These figures demonstrate how outsourcing has become an essential component of the modern business landscape. Talking about the benefits of outsourcing is straightforward, but is it possible to reap all of its benefits without difficulty?

Many parts of the business may present potential IT outsourcing issues. For example, quality standards, communication, dependability, location, and others. However, failing to address these outsourcing issues can result in significant losses for businesses.

As a result, we created this guide, which highlights the most typical outsourcing difficulties. So, you won’t have to deal with these IT outsourcing issues. Let us dig right in!

Level Up Your Business: Navigate the Top 10 Outsourcing Problems and Their Smart Solutions.

Outsourcing can be a game changer for your company, resulting in increased internal efficiencies, subject expertise, and perhaps lower costs. But the truth is that no one loves to trade one set of problems for another. As a result, let us look at the top ten outsourcing issues that your company may encounter, as well as potential solutions.

Objectives Not Met: Clear Communication and Contract Terms

Problem: Internal IT and outsourced app development contractors have divergent interpretations of your objectives, resulting in missed deadlines, unmet expectations, and lost resources.

Solution: Define objectives in basic, measurable terms.

Unspecified expectations can be a major issue when outsourcing IT services. To guarantee that you and your outsourcing partner are on the same page, explicitly define your project objectives, including outcomes, timeframes, and quality requirements.

It may be good for you to prepare a detailed contract that includes the confirmed scope of work, cost breakdowns, and ways for addressing potential disputes. This can save you time, ensure everyone is on the same page, and lead to a smooth and successful project completion.

You are maintaining a continual flow of information and checking for changes frequently to guarantee that the project is on track. You can reduce the likelihood of disappointing expectations by explicitly stating all of them and ensuring that everyone understands them.

Lower Quality Services: Regular Quality Checks

Problem: The quality of service provided must meet your expectations, which affects your brand reputation and client happiness.

Solution: Establish defined quality requirements at the outset. Outsourcing raises the possibility of compromising service quality. To combat this, a strict practice of regular quality audits is required. These reviews ensure that outsourced contractors deliver work that meets the high standards your company expects.

It is critical to declare your quality expectations from the outset and explicitly describe and explain this requirement to the outsourcing supplier. Such expectations should be included in the contract terms to stress their importance. This ensures that the provider is held accountable for quality management and that any gaps in timeframes are addressed.

Cultural and Language Differences: Understanding Cultural Oppositions.

Problem: Do you know? Cultural and language limitations generate communication challenges for around 30% of organizations when outsourcing.

Solution: Consider investing in multicultural training for both your internal and outsourced workers.

Mutual understanding and respect can help to promote effective teamwork. You can also increase cultural compatibility by fostering mutual understanding among your internal and outsourced staff, resulting in dependable collaboration.

If language is a major obstacle, try hiring a translator or using language translation software. Success will be achieved by taking proactive steps to minimize cultural and language obstacles and engaging in work through a productive, harmonious relationship with your outsourcing partner.

Confidentiality Breach Risk: Strong Security Measures

Problem: Sharing sensitive information with a third party might be scary. Such situations may threaten the privacy and confidentiality of your important business information.

Solution: Ensure that your outsourcing agency follows stringent security rules and has comprehensive data protection measures in place for its clients. Furthermore, you can protect your data confidentiality by implementing extensive non-disclosure agreements (NDAs) and routinely monitoring security compliance.

Poor Control – Current Governance

Problem: Outsourcing may appear to be a loss of control, although this is not necessarily the case.

Solution: You may solve these outsourcing issues by developing a strong governance model. A paradigm based on a robust communication system, regular progress updates, and KPI monitoring. Additionally, hiring a project manager to oversee the process and execution might help you maintain control over your project.

Hidden Costs – Comprehensive Cost Analysis

Problem: The most common trap in outsourcing is hidden outsourcing costs, which are fees that appear beyond the initial price tag. Unexpected management fees, dispute resolution charges, and travel expenses are common examples of hidden costs that arise later. These can cause budget issues and jeopardize your project.

Solution: Before entering into IT outsourcing, undertake a thorough, detailed cost study. List out outsourcing firms and investigate their involvement approaches. What components does each engagement model include? Will there be additional expenses for iterations?

Analyzing different pricing structures at different agencies will assist you in determining a common ground for meeting your project needs within budget. Development hourly rates have an important influence on employment, and they vary by country. It would be prudent for you to select an Indian outsourcing partner because it would be a cost-effective and intelligent option without sacrificing quality.

Selecting the Wrong Outsourcing Model Assess your project needs and choose wisely.

Problem: Choosing the improper engagement strategy can lead to a disjointed development process. In the worst-case scenario, you may fail to complete the project on time or exceed the budget.

Solution: That is why it is critical to understand your project requirements, whether you require a long-term IT outsourcing service provider or simply to supplement your current staff. The most popular engagement models include fixed pricing, time and materials, and a dedicated team. You can select one based on your project’s requirements. Outsourcing Problems and Solutions

Outsourcing Partner Flexibility: Detailed Outsourcing Company Assessment

Problem: The unwillingness of the outsourcing partner to implement changes per your project requirements can be the most significant impediment to project success.

Solution: When working with an outsourcing partner, don’t just focus on technical skills! Before signing, undertake a thorough review of their adaptability. Inquire about their experience with changes in scope, budget, or goals. You can talk about your company’s dynamic character and its willingness to change its strategy. Look for partners who employ flexible techniques and are willing to discuss your requirements.

This survey assists you in identifying a company that shares your vision and is adaptable to your ever-changing business environment.

Different Time Zones – Efficient Scheduling

Problem: The time difference between you and your outsourcing supplier may impede communication and collaboration. This hurdle, however, can be overcome by strategic scheduling and the use of appropriate technology.

Solution: It is critical to have an overlapping work schedule that is convenient for both. Such an overlap allows for live engagement and teamwork, which considerably increases the project’s productivity and efficiency.

Furthermore, integrating project management technologies that provide real-time information can be beneficial. These technologies provide a common platform for tracking work, setting deadlines, and communicating despite time differences. By combining intelligent scheduling with technology, you can effectively deal with time zone differences and other potential outsourcing challenges, thereby improving the efficiency of your outsourcing relationship.

Employee Morale—Transparency of Communication

Problem: The outsourcing process causes significant anxiety among in-house staff, which may stem from fears about job security or increased workloads.

Solution: To eliminate such concerns, follow a policy of open communication with your employees. Explain the reasons for outsourcing to your employees and highlight the benefits it provides to the organization, such as cost savings and better efficiency.

It is critical to understand how outsourcing might allow businesses to prioritize jobs that are more vital and meaningful. With this transparency, you can address their problems, satisfy your employees’ expectations, and create a coherent and harmonious work environment during your outsourcing project.

Now that we’ve covered the top ten obstacles of outsourcing and their remedies, the key question is whether you should build your app in-house or outsource. We’ll go over the advantages and disadvantages of each technique so you can determine which is ideal for your company’s goals and growth ambitions.

Inbound vs. Outsourcing Development Differences:

Every organization must make a vital decision: whether to start in-house inbound development or outsource the process. This option avoids negotiating the complicated roads of software development.

The selection is also dependent on the disparities between the options, the benefits and drawbacks of the project outcomes, team dynamics, and money.

For business owners, the decision between in-house development and outsourcing boils down to balancing control, cost, flexibility, and talent acquisition. Make a strategic decision based on your organization’s long-term vision, internal operations, and specific project objectives.


You now know the top ten problems of outsourcing and how to solve them. Successful outsourcing requires careful planning, proactive risk management, and selecting the right outsourcing partner. Outsourcing options can help you develop and become more efficient. However, this necessitates knowing your requirements, thoroughly evaluating possible partners, and encouraging open communication.

If you still have questions regarding how to choose the proper IT outsourcing firm, please contact our expert. Schedule a meeting at your convenience and take advantage of our outsourcing knowledge to streamline your business processes.

Peter Paul

Technology Consultant

About the Author:

Peter has over 20+ years of experience in managing and delivering enterprise applications and IT infrastructure. He served several IT companies in the US and Canada before joining Velan. He is instrumental in deploying, managing and delivering latest technologies at Velan. He can be reached at


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