When Is The Right Time to Outsource Staff?

By Cam Velasco

CEO & Co-Founder
Published: Apr 8, 2024
Discover when to outsource staff for growth and efficiency, unlocking global talent, and streamlining operations in our latest guide.
A team in an office meeting room engages outsourcing staff with a colleague on a video call displayed on a large screen, waving and greeting him.

Deciding when to outsource staff can significantly impact your business’s efficiency and growth. Outsourcing, especially in areas like marketing, offers access to global talent and cost savings, making it an attractive option for businesses aiming to expand their capabilities without increasing overhead.

Choosing the right outsourcing partner involves evaluating their industry expertise, cultural alignment, security measures, service range, pricing models, and communication practices. Preparing for outsourcing requires setting clear goals, simplifying training and onboarding, and establishing metrics for success. Effective outsourcing can enhance productivity, foster a better work-life balance, and propel your business forward.

What is Outsourcing?

Outsourcing is when a company hires another company or a person outside of their own business to handle certain jobs. This often includes things like IT help, customer service, making products, and more and more, marketing tasks.

The big idea is to get help from experts and use technology without having to hire more people or train your current staff. Outsourcing lets you adjust how much help you need as your business grows or changes. As an example, It’s usually cheaper to outsource, especially if you’re hiring people from places where it costs less to live.

By letting others handle the extra stuff, your company can spend more time and resources on what it does best—complementing everything with knowing that you can find skilled people from all over the world.

Benefits of Outsourcing Marketing Functions

For marketing, outsourcing staff can be helpful because you get people who know exactly how to handle things like online ads, making your website easier to find, and running social media.

Remember that you only pay for the work done, which can save a lot of money compared to hiring full-time employees, and with some geographic reach you can work with people in different time zones to keep things running around the clock.

Signs It’s Time to Outsource Staff

Person having a casual video call with a senior woman.

Outsourcing certain tasks can make a big difference for your business, but it’s important to know when to start. Here are six clear signs that it might be time for your company to get some outside help:

High-Priority Tasks Need Attention

If your team is stuck doing the same routine tasks over and over, they can’t focus on the really important stuff. By having someone else handle tasks like posting on social media or writing blog posts, your team can spend more time on big projects. This helps everyone do more important work better.

Frequent Hiring Needs

Is your marketing team always looking for new people? Constantly hiring can use up a lot of time and money. Getting help from an outside company means you have a steady team ready to go, which can save you a lot of hassle.

Rapid Business Growth

When your business is growing fast, you need more people quickly. Outsourcing lets you add skilled people right away, helping you keep up with the demand without waiting to hire and train new employees.

Hard-to-Fill Roles

Can’t find the right person for specialized jobs in your area? Outsourcing opens up a world of talented people, making it easier to find someone with the exact skills you need.

Temporary Positions

Need extra help for a short period, like during the holidays? Outsourcing staff lets you find people for just the time you need them, without the trouble of hiring and then letting them go.

Repeatedly Hiring the Same Role

If you keep having to hire for the same job, it might mean you’re not finding the right people or they’re not staying. Outsourcing companies are good at finding and keeping talented people, so you don’t have to keep searching.

Outsourcing can be a smart move to cut expenses, improve your hiring process, and make sure your employees are happy and focused on their work. It’s all about finding the right help at the right time.

How to Choose Where to Outsource Staff

Business professional reviewing a document during a video conference call.

When you’re thinking about getting some of your work done by another company, picking the right partner is important. Here’s what you should look at to make a good choice:

Industry Expertise and Experience

Look for companies that know a lot about your type of business. They should get the rules, trends, and what’s tough in your industry. Ask them to show you examples of how they’ve helped businesses like yours. Success stories and good feedback from other clients are a plus.

Cultural Alignment

It’s important that the company you choose works and thinks in a way that fits with your own. This makes working together smoother. Some companies are good at working with businesses from specific parts of the world, which can help with matching work cultures and time zones.

Security and Compliance

Check how they keep data safe, like using passwords, limiting who can see information, and having backups. Make sure they follow any special rules that apply to your business, whether it’s about keeping health information private or how payment details are handled.

Pricing Models

Look at how they charge, whether it’s by the hour, a set amount every month, or based on what they do for you. Check if their prices can change depending on how much work you need them to do.

Communication and Collaboration

See how they plan to keep in touch and work with your team. Good communication tools and clear reports on what they’re doing are key. Make sure you’re comfortable with how they share updates and progress.

Choosing the right company to outsource to can help you work more efficiently, save money, and make sure everyone’s on the same page. The best partner will feel like they’re just another part of your team.

Getting Ready to Outsource Staff

Woman in a mask engaging in a video call on a laptop at home.

Setting Clear Goals

Before you start outsourcing, it’s important to know exactly what you want to achieve. This means figuring out which tasks you want someone else to handle and what you hope to get out of it, like saving money, getting more done, or improving quality.

You should think about what work needs to be done, deadlines and important dates, how you’ll check the quality of the work and rules about keeping information safe and private. Telling potential partners what you expect and need right from the start helps them see if they can do the job. It also sets a standard to check their work against later. Clear goals are the first step to a successful outsourcing experience.

Figuring Out How to Measure Success

Decide on clear ways to tell if outsourcing staff is working, based on what you want to achieve. You might look at things like how much money you’re saving, how much work is getting done, and how good this is.

Keep an eye on these measures to see how well outsourcing is going. If things aren’t working out, you might need to make some changes. Being open about how things are going helps everyone stay on the same page. Setting clear measures of success helps you see the benefits of outsourcing and decide if it’s the right move for your business.


Hiring people from outside your company, or outsourcing can help businesses grow. It’s all about finding the right time to bring in outside help for things your team is too busy to do or doesn’t have the skills for. If your team is too caught up in day-to-day tasks to focus on big projects, outsourcing tasks like marketing can free them up to concentrate on what’s important.

When your business is growing fast and you need more people quickly, outsourcing is a quick way to get the help you need without the long process of hiring and training new employees. If you keep having to hire for the same job over and over, it might be easier to outsource that role to avoid the constant search and training of new people.

The most important thing is to pick an outsourcing partner that fits well with your company’s way of doing things. Outsourcing the right way can make the work environment more productive and give your team a better work-life balance. It helps everyone focus on the big goals that will help your business grow. Thinking about when to outsource is a smart move for any company looking to get bigger.

A professional woman with curly hair, wearing a beige blazer over a white shirt, smiles while holding an open folder. The background has a promotional text stating 'HIRE FULL-TIME MARKETERS FOR JUST $5/HOUR' alongside the Flowwi logo, emphasizing outsourced staffing from South America.

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Cam Velasco

CEO & Co-Founder

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