7 Key Tips for Managing Outsourced Software Projects

Managing an outsourced web development project can feel like juggling multiple things at once. It's not just about delegating tasks but about making sure everything stays on track despite the distance and different time zones.

If you’ve ever found yourself in this situation, you know it can be challenging to keep communication clear and constantly check if everyone’s on the same page. But don’t worry—you're not alone.

In this post, we’ll walk you through 7 straightforward tips to help you manage your outsourced software projects more smoothly. These tips should help you handle the ups and downs of outsourcing, keep your projects on track, and achieve the results you’re aiming for.

1. Set Clear Goals

To start off right, before even starting the development project with your outsourced team, you need to know exactly what you want to achieve. This way, both you and your team know what to do and everyone is headed towards the same destination. So, make sure to set your goals before anything else.        
For instance, if you're developing a new app, don’t just say, "We need an app." Be specific: "We need a user-friendly mobile app that allows customers to track their orders in real-time, with a launch date set for three months from now."

Take the time to set your project’s objectives, deadlines, milestones, and every important detail necessary for a successful outcome. This way, everyone knows what’s expected of them and there’s less chance for miscommunication or misunderstandings. Also, encourage your team to ask questions if anything is unclear. 

2. Pick the Right Partner

Choosing the right software development outsourcing companies for your project is like finding the perfect teammate for a big game. You want someone who not only has the skills and experience but also fits well with your team’s needs and working style.

Start by looking at their previous work and client reviews. This gives you an idea of their capabilities and reliability. It’s also important to consider their communication style and how well they understand your goals.

For example, if you need a partner for complex app development, you might look for a firm with a proven track record in similar projects. Make sure they’re easy to talk to and that they “get” what you’re trying to achieve.

Picking the right outsourcing partner can make all the difference in the success of your project. It sets the stage for a smooth collaboration and helps you reach your goals more effectively.

3. Communicate Effectively

In successful collaboration between remote teams, good and open communication is always prioritized. Having regular check-ins is a great way to keep everyone involved and connected. 

For example, if you’re building a new feature, schedule weekly catch-ups where you and your outsourced web development team can discuss progress, address any issues, and adjust plans as needed.

When everyone knows what is expected of them and what they are working towards, it helps to keep everyone aligned and focused on the common objectives. Clear communication can also reduce misunderstandings and make sure that each team member knows their role in the project.

4. Use a Solid Management System

In IT outsourcing, having a reliable project management system is super important, not only to keep track of progress, but also to make sure everyone stays updated with tasks, deadlines, and responsibilities. There are plenty of project management tools to choose from like Trello, Asana, Jira, or Monday.com. These tools help you assign tasks, set deadlines, and monitor progress. 

Next, make sure everyone knows their roles. When everyone knows what they're responsible for, there's less chance of confusion and missed deadlines.  
Break the project into smaller, manageable parts with clear milestones. This makes it easier to see how things are moving along and helps keep the project on track. Regularly check in on the progress of tasks and milestones. Use your project management tool to keep an eye on things and make sure everything is going according to plan. 

Be flexible and ready to make changes if needed. If something isn’t working, adjust your plan and keep moving forward.

For example, if you’re building a new website, use Trello to create boards for each phase of the project—design, development, testing, and launch. Assign tasks to team members, set deadlines, and track progress on each board.

Remember, a good outsourcing project management system keeps everything organized and makes sure everyone is working towards the same goal. It's really important for successful projects, especially when you're working with a remote team.

5. Build a Strong Relationship

Working with a remote team can feel a bit odd, especially when you’ve never met face-to-face. But just like with your in-house team, it’s super important to build a good relationship.

Start by getting to know your remote team members, even if it’s just through video calls or chats. Learn about their backgrounds and interests, and share a bit about yourself too. It helps make the connection more personal and less just business. Trust is key. Be open and honest in your communication. Let them know what you need and listen to what they have to say. If something’s not quite right, talk about it openly and work through it together.

And don’t forget to celebrate the wins! When your team hits a milestone or does something great, give them a shout-out. A little recognition makes everyone feel valued and keeps the team spirit up. Building a good relationship with your remote team is just as important as with your in-house staff. It makes working together smoother and more enjoyable.

6. Focus on Quality Assurance

Making sure your project is high-quality is a must. Quality assurance (QA) is about catching and fixing problems before they become big issues. Set clear standards from the beginning in terms of performance, functionality, and user experience. 

Don’t forget the importance of regular testing. Automated tests can handle repetitive tasks quickly, but manual testing is also important for catching issues that automated tests might miss. Make sure you have a good mix of both. Don’t wait until the project is almost done to test your software. Instead, test it at every stage of development. This helps catch and fix issues early, saving time and hassle later. 

For example, if you’re building a mobile app, test it on different devices and operating systems to make sure it works well everywhere. Keep an eye on the test results and make adjustments as needed.

Focusing on quality makes the final product reliable and good. It shows clients and users that you care about delivering a great product.

7. Be Ready for the Unexpected

Even with the best plans, things can still go wrong. Being prepared for surprises is a big part of managing an outsourced project.

• Have a backup plan. Think about what might go wrong and have some ideas for handling those situations. This could be anything from a sudden change in project scope to a key team member being unavailable.
• Stay flexible. If something unexpected happens, be ready to adapt. Sometimes the best solutions come from being open to change and thinking on your feet.
• Keep communication open. If an issue comes up, talk about it with your team right away. The sooner everyone knows about the problem, the faster you can all work together to fix it.
• Take things one step at a time. When a problem arises, break it down into smaller, manageable parts. Deal with each part one by one, and before you know it, you’ll have it under control.

For example, if you’re launching a new feature and find a major bug at the last minute, don’t panic. Gather your team, figure out the best way to fix it, and adjust your timeline if needed. It's better to delay a launch slightly than to release a product that isn’t ready.

Being ready for the unexpected helps keep your project moving forward, even when things don’t go as planned. 

Conclusion

Outsourcing software development can be a game-changer for your business, offering access to a global talent pool and cost-effective solutions. By focusing on clear communication, building strong relationships, using a solid management system, prioritizing quality assurance, and being ready for the unexpected, your projects can run smoothly and successfully. Embrace the differences that come with working with remote teams, and take the time to get to know your team members. This way, you create a collaborative environment where everyone feels valued and motivated.

Outsourcing isn’t just about saving money; it’s about using the skills of a diverse team to achieve great results. With the right approach, you can tackle challenges and deliver excellent products that meet and even exceed your clients' expectations. Happy outsourcing!