What to look out for when outsourcing staff to the Philippines
Are you thinking of outsourcing staff to the Philippines?
Many have tried and succeeded with this business move, but only if done right and with the right expectations. As long as you’re with the right outsourced staff provider who can lead you to the right solutions and decisions, you can access all the benefits outsourcing can offer and more!
In this article, we will explain everything you need to consider when outsourcing to the Philippines, from choosing a provider and hiring virtual assistants (VAs) to costs and professional expectations.
What You Need to Know Before Outsourcing Staff to the Philippines
1. Determine your requirements early on
Before outsourcing personnel to the Philippines, assess your needs to select the appropriate VAs for your team while optimising recruitment resources.
You can outsource various tasks to a virtual assistant, from admin work and customer support to digital marketing and finance. Whether it’s for you or a specific department in your business, it would depend on your requirements.
Outline their responsibilities, qualifications, industry experience, and expectations. You can require them to use specific software and tools or add device specifications.
Establishing these detailed expectations before hiring an outsourced staff can make your VA working experience a breeze, which impacts their performance and your goals.
2. Implement a hiring process
Once you’ve figured out your requirements, you’ll need to create and implement a comprehensive hiring process to ensure you have the best candidates and an efficient hiring process for everybody’s benefit.
This process is especially critical because each hiring procedure is unique to each business. So it’s best to have one that works according to your requirements for the best results.
When you start getting applicants, make sure there’s a sequence that carefully evaluates each resume and shortlists the best ones for interviews. When conducting interviews, don’t forget to cover their technical knowledge and industry experience down to their personal attributes and communication skills.
Outsourcing can benefit small businesses greatly – but only if done right. And hiring the right VA is only half the battle. That’s why having a VA hiring process that works specifically for you is essential.
3. Multi-cultural differences
If you outsource staff to the Philippines, you can expect cultural differences when you work closely together. However, as long as you appreciate and understand each other’s culture, your working relationships will be harmonious.
The thing with working with Filipino VAs is they have their fair share of exposure to Western culture, from music and interests to education and work culture. They’re also hospitable and dedicated, making them easy to work with – basically what you want for a colleague.
4. Balance of cost and quality
As a business owner, it’s completely understandable to get the most out of your investment. But most of the time, when you try to save too much on cost, you end up sacrificing quality. But, the thing is, when you decide to outsource, you can acquire cost-effective VA services without compromising quality output.
This feature is especially critical when outsourcing to the Philippines because although it’s cheaper than recruiting local talents, you can still ensure you’re hiring the right VA.
The Philippines has thousands of remote-working professionals who are highly educated and well-versed in their respective fields and industries. So you can rest assured that you’ll find one that fits the requirements to support your small business without the overhead costs.
But even with the cheaper recruitment and salary cost, you still need to implement a hiring process to ensure you’re hiring the best ones on your budget while establishing efficient operations.
5. Time zone differences
When outsourcing staff to the Philippines, be mindful of the time zone difference between their country and yours. Although Filipino VAs are flexible with their working hours, it’s still essential to plan schedules with them if you’re concerned about having them work simultaneously with you—only remotely.
Evaluate the hours that overlap between you and your virtual assistant to effectively organise tasks and schedules if you aim to improve real-time collaboration. When planning meetings and collaborative sessions, consider daylight saving time if you are in a country that observes it.
If you’re right about your VA having flexible time as long as they complete a certain number of hours every week, then time zone differences might not concern you that much. But even if that’s the case, always confirm time zone differences if you need to conduct meetings or collaborate on a project in real-time.
6. Create an efficient working relationship
One of the most important things to remember when outsourcing staff to the Philippines is to create – and maintain – an efficient working relationship for the best output. Just like your regular office coworkers, keep that same office camaraderie with virtual assistants, even if they’re on the other side of the globe.
To create an efficient working relationship, schedule regular check-ins and catchups to establish an environment where open communication is welcome and everybody is free to talk about concerns, performance feedback, work progress, and even their day-to-day life outside work.
Don’t forget that your offshore staff is also a valuable team member in your business. And if you want them to stay happy with their work and stay with your team for a long time, establishing an efficient working relationship with them always works.
7. Tools and training expenses
Some Virtual Assistants require specific tools to perform their work efficiently, and some also need training to keep up with the latest trends in their industry. As a business owner and employer, you are responsible for ensuring your VAs have all the tools and knowledge they need to do their responsibilities efficiently.
Before outsourcing staff to the Philippines – especially if you’re hiring someone with more specialised skills – check the most common tools used in their respective industry to see if this is something you can provide on your end. If you’re already using those tools in your business, check if they’re familiar with the tool.
If the VA role you’re hiring for requires consistently investing in new skills like web development and digital marketing, you can also cover their training costs and create learning opportunities tailored to their responsibilities so they can grow their skills and help your business grow along with them.
Some Virtual Assistants require specific tools to perform their work efficiently, and some also need training to keep up with the latest trends in their industry. As a business owner and employer, you are responsible for ensuring your VAs have all the tools and knowledge they need to do their responsibilities efficiently.
Before outsourcing staff to the Philippines – especially if you’re hiring someone with more specialised skills – check the most common tools used in their respective industry to see if this is something you can provide on your end. If you’re already using those tools in your business, check if they’re familiar with the tool.
If the VA role you’re hiring for requires consistently investing in new skills like web development and digital marketing, you can also cover their training costs and create learning opportunities tailored to their responsibilities so they can grow their skills and help your business grow along with them.
8. Establish data security
When outsourcing staff to the Philippines, there’s a chance you may increase your risk of cyber threats. If your VA’s device is vulnerable or they’re using an unsecured network when accessing confidential business data, cyber criminals may gain access to your accounts and steal your data.
So, when managing a remote team, implement the necessary cyber security measures to protect your confidential data from cyber threats. Here are some of the security measures you can implement on your end:
- Enable multi-factor authentication on all business accounts
- Establish access controls for all users and ensure only a few people get super admin access
- Implement regular security audits and continuously monitor for vulnerabilities and possible security breaches
- Push security awareness among your teams, whether internal or remote, to practice secure browsing
While the security protocols outlined earlier are merely the surface of the overall cyber security landscape, they are essential steps that can enhance data protection and secure sensitive client and employee data.
9. VA performance assessment
Hiring a VA to handle the majority, if not all, of your everyday tasks doesn’t imply that you can ignore their work. You will still need to regularly evaluate and enhance your VA’s performance to maximise the value of your outsourcing investment.
One way to do that is to establish KPIs and tracking systems that you can use to assess their day-to-day work activities. This way, you can also see which areas they’re better or worse at. But make sure the KPIs you set for them reflect their roles and are reasonable, measurable, and achievable.
Once you start outsourcing staff to the Philippines, establish your KPIs during your hiring and onboarding process so your new VAs can know your expectations for the role.
10. Partner with the right outsourcing provider
You always have the option to hire VAs in-house. However, the easiest way to access the best Filipino VAs is to partner with an outsourcing provider.
When choosing the right outsourcing provider, find someone who understands the struggles of a growing small business, can recognise your vision and goals, and will create tailor-fit solutions that fit your requirements. Also, look into their hiring process, proactive support capabilities, and operational transparency to check if they fit into your organisation’s culture.
With Virtual Assistants from the Philippines, you can expand your capabilities and be one step closer to your goals. Trusted providers like Outsource My Business (OMB) help small businesses in Australia, New Zealand, the USA, and the UK reach their full potential by connecting them to outstanding Filipino VAs. They focus on collaboration and proactive strategies to bring the best results while maintaining quality and cost-effective services.
Drive business growth by outsourcing staff to the Philippines
Outsourcing staff to the Philippines is an ideal strategy for small businesses looking to scale their operations without the overhead cost. This approach has opened many business owners to new growth opportunities that would have been difficult to achieve with local counterparts.
Employing Virtual Assistants from the Philippines gives you access to a talented group of professionals proficient in English and familiar with Western work culture. This choice enables you to expand your operations and allocate resources to other aspects of your business to scale successfully.
Outsourcing personnel can be highly beneficial. However, it’s essential to be ready for the extra responsibilities that come along with it, especially since you’re bringing on a remote virtual assistant to assume specific business tasks. Therefore, collaborating with an outsourcing provider like OMB is often the best approach, as they can manage all the complexities involved in hiring remote VAs, allowing you to concentrate fully on expanding your business.
Need some help outsourcing staff to the Philippines? The OMB team can connect you to the best Filipino VAs. Just reach out to us here to start your journey towards business growth.
