How To Equip Your Outsource Provider With The Right Tools

When I hire an outsource provider, they are taught to use Basecamp

. This is on a daily basis for how we communicate with them. I use Basecamp as a centralized communication method. We used to use our Gmail and send our emails backwards and forwards but the issue we were finding was one project manager might know exactly what's going on.

If becomes a member of our SEO company or another team member started to work with an assistant because someone else was away, then they wouldn't know where things were up to. So we use Basecamp as a centralized place to check in and see where the assistants are up to and do the day by day communication.

For those of you who don't know Basecamp, do a little bit of research but there are whole lot of different ways that you can use it. We've tried doing things where we set up individual tasks and individual processes that are related with SEO services. Under this area, it used to be based on tasks so article writing used to get their own section and then everything to do with article writing went under that section, so that way more assistants were working on that.

It ended up becoming a little bit of a nightmare. The best way that we've found to use it is to have a thread for each outsource provider. So each person gets their own thread.

At the start of every day, and I'll talk about start of day calls in a little bit, but for now what my project manager will do is he will chat with them and then all of his notes from that call will get documented into Basecamp. So he has a start of day call where he chats with them to get them up to speed and then those bullet points are logged in. That way I know what's been said or anyone else who jumps in there knows what's been communicated. So usually it goes supervisor, person, supervisor, person, supervisor, assistant.

An end of day email helps you get on top of the assistant's task or SEO training. It also helps you avoid one of the cons of outsourcing - miscommunication. She'll document what it is that she does for the day, what's left to do and any questions. We just use Basecamp as a centralized place for communication with each assistant, so that a supervisor can jump in and see exactly where the process is up to.

What goes in an end of day email? An end of day email is what have you've done and I get the times associated with it. They'll bullet point what it is that they've worked on and then the amount of time it took them. The reason I do that for documenting on time is we know how long each outsource provider accomplishes certain tasks because we've got an average of how long different assistants take. If they're taking longer on a particular task, it's not that we tell them, hey, you're taking advantage of me. I always give my team the benefit of the doubt.

by: Jimmy Cox

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