Guide to Identify and Mitigate Risks in Software Outsourcing

By admin14 September, 2023Write a Comment

Engaging in software outsourcing offers numerous advantages to businesses, regardless of their scale. Nevertheless, it also entails a range of possible drawbacks, including issues related to quality, security, interruptions in service, and violations of compliance. Therefore, identifying and Mitigating Risks in Software Outsourcing plays important roles in businesses

To effectively identify and mitigate risks within software outsourcing endeavors, it is essential to establish a strong foundation through thorough preparation and strategic planning. The foremost strategy is to start by gaining insight into the obstacles frequently encountered in the realm of software outsourcing perils.

Determine Risks in Software Outsourcing

Understanding the risks associated with software outsourcing is the best way to avoid them. The most common include a lack of clear communication, cultural and language barriers, scope creep, quality issues, and intellectual property concerns.

Not being aware of the risks of outsourcing software can result in poor communication between the provider and the client, low-quality products, data leaks, and many other time and money-consuming consequences.

There are many ways to ensure companies steer clear of these risks. Business leaders need to be clear on their project goals and expectations, look for open communication, and demand quality control.

Communication Breakdowns

The lack of clear communication can lead to misinterpretations, project delays, and, ultimately, increased costs. For instance, due to poor communication, the outsourcing partner might miss their delivery deadline. This will eventually cost the client time and money.

To avoid communication breakdowns when outsourcing software development, companies should ask the software development company about their established communication policies. It’s important to understand if they conduct meetings throughout the development process, report back on important milestones and project progress, and have tools to help with collaboration.

A lot of communication is nonverbal, so it can be helpful to have face-to-face meetings or video calls with the outsourcing company when possible.

Language and Cultural Barriers

Companies might encounter language and cultural barriers, especially when working with outsourcing companies located in different time zones. In these situations, it’s harder to communicate, considering that either the client accommodates the provider’s working hours, or the tech team works in the middle of the night, during the client’s working hours. This is particularly stressful when software errors surface. Because communication between both parties isn’t immediate, it takes a lot longer to detect and fix any software bugs.

To manage this software outsourcing risk, both the client and the outsourcing provider need to come to an agreement and set operating hours, use effective project management tools, establish proper communication channels, and use escalation mechanisms.

Language barriers are also a big problem when it comes to working with outsourcing providers because instructions can get lost in translation. The best way to avoid this is to make sure all members of the outsourced team have a strong command of English. Business leaders can use established standards like the Common European Framework of Reference (CEFR) or the International English Language Testing System (IELTS) for consistency.

Scope Creep

Scope creep occurs when a client adds new tasks or deliverables to a project that you did not originally agree to after the start of the project. This is common in situations with undefined project specifications, without proper documentation and regular monitoring. The unforeseen changes can lead to missed deadlines, increased budgets, financial losses, and overall client dissatisfaction.

To avoid this risk, companies need to find a trustworthy outsourcing team that gives them detailed estimates and asks relevant questions to prevent any unwanted and unexpected surprises. Both parties must be clear about their project goals and expectations to ensure accurate results. When discussing a project with a potential provider for the first time, business leaders should ask a variety of questions. They should inquire about what happens if the project goes over budget or requires any future changes, for instance.

Quality Issues

To mitigate potential quality issues when working with an outsourcing provider, clients should assess the provider’s technical skills, as well as the tools they use to accelerate development, increase work efficiency, and improve productivity. Business leaders need to know which delivery processes and methodologies, tracking systems, and quality metrics the outsourcing provider uses to make software.

Another great way to assess a potential partner’s overall quality is to talk to past or current clients. This way, they can directly know what it’s like to work with the provider, what difficulties they might face, and what to expect in the end.

The outsourcing provider should have high-quality development standards and quality assurance strategies in place. They should also use state-of-the-art DevOps practices such as continuous integration, source control systems, and automation tools. If there are still concerns, companies can hire a tech-savvy specialist to inspect the outsourced team’s work and guarantee the quality of the finished product, as well as peruse the company’s portfolio.

Intellectual Property Concerns

One of the biggest outsourcing risks involves intellectual property concerns. When working with an outsourcing provider, companies have to expose their business assets, as they often delegate part of their IT infrastructure to the provider. Because the company hands over sensitive information to the outsourcer, it’s important to ensure privacy, intellectual property protection, and data protection. The best way to do so is to select an IT outsourcing company that complies with international security standards. 

Companies need to create airtight outsourcing contracts or service-level agreements with the help of an international lawyer if needed. There should be a written agreement between both parties before the company provides any information or the project begins. A good contract must include a detailed list of each party’s responsibilities, limits of confidentiality, and the penalties for breaching the contract.

Risk Mitigation Strategies in Software Outsourcing Projects

There are several proactive ways that companies help protect themselves from potential problems and mitigating risks when outsourcing.

Selecting the Right Vendor

The first step to mitigate outsourcing risks is selecting the right vendor. Apart from having the right skill sets, it’s also important to determine if they have access to the latest technologies, if they have experience in solving complex problems, if they’re flexible when it comes to tending to urgent issues, and if they’re passionate about the project.

When choosing the right outsourcing provider, companies may need to conduct background checks of potential vendors. This will help them understand factors like the average project size handled by the vendor and their market reputation.

To narrow the pool of potential outsourcing providers, business leaders should compare service models, cooperation approaches, portfolios, and client feedback. Interviewing company representatives will also give the clients an understanding of how well both parties communicate. Assessing a vendor’s reputation, experience, capabilities, financial stability, security, and compliance standards is crucial for minimizing and mitigating any software development risks.

Establishing Clear Communication Channels

Lack of communication can sometimes lead to situations where the client feels like they’re losing control over the development process. Establishing clear communication channels ensures that both parties can work effectively as one unit.

Reputable outsourcing providers follow specific communication standards but also have no trouble adjusting to what works best for the client. Common communication options include video conferencing tools like Zoom, Skype, and Google Meet; chat platforms such as Slack and Microsoft Teams; and project management software including Asana, Trello, and Jira. Project management software is important for transparency because it enables teams to collaborate on tasks by tracking their progress and managing their deadlines in one central location.

Implementing Robust Quality Assurance Processes

Another way to mitigate outsourcing risks is to implement robust quality assurance processes throughout development. By implementing these processes, companies help themselves organize and optimize QA planning, design, and monitoring.

Although there are many software development methodologies out there, Agile reigns as the most popular choice. Agile is a development approach that remains as flexible as possible throughout the process, which allows the team to return to previous tasks at any time. It also means better product quality thanks to frequent updates and multiple interactions.

Protecting Intellectual Property and Data Security

Anytime a company shares sensitive information with an outsourcing provider, there is the inherent risk that a vendor might mismanage their data or intellectual property (IP). This is why companies need to think about the implications of data security practices or IP violations before engaging with a vendor.

To mitigate software outsourcing risks related to protecting intellectual property and data security, companies should thoroughly check the vendor’s reputation and look for past breaches of past clients’ intellectual property rights. Business leaders should investigate the outsourcing provider’s internal risk practices, their ability to safeguard IPs, and how they handle internal data breaches. Before sharing any confidential information, the client should enter into an NDA with the vendor.

Monitoring and Controlling Project Progress

Risks and the plans to handle them require constant monitoring and reporting. Developing a suitable monitoring and reporting structure ensures the activation of the appropriate risk responses. Using proper tracking tools, such as project management software, allows business leaders to keep a close eye on the development process, monitoring who’s working on it and how much time they’re spending on each step.

Clear communication is also important when it comes to ongoing monitoring and controlling potential threats. Clients should check in with risk managers often and send regular project updates to the outsourced team and stakeholders alike. Both parties should actively maintain and refer to a risk register. This document logs any risk changes or evolutions for everyone to see. It allows for proactivity and faster responses to risks.

Conclusion

Companies best protect themselves by acting proactively when looking to outsource projects, with the first step being finding a reputable, trustworthy, and exemplary team to work with. By taking necessary preparation steps and establishing contractual requirements, companies work with their outsourcing providers to achieve success and accomplish goals.

BKPlus Software is a Vietnamese website design, software development, and IT outsourcing company. Our team specializes in providing high-quality ReactJS, VueJS, Python, Golang, e-commerce, Node, Flutter, and mobile app development services. Contact us to discuss how we can help leverage your technology for business growth.

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