7 Key Tips for Managing Outsourced Software Projects

Outsourcing an IT project is not something new. It has become a common practice for businesses, that want to find people with the exact skills they need for their projects. Most often companies collaborate with a remote team, whether from a nearby country or from a more distant location. Either way, managing an outsourcing team and a project has some challenges.

If you’re managing a remote team, you've probably faced some challenges as well when working with outsourcing teams and projects. If not, you’re lucky, but it’s still good to be prepared!

We have 7 tips to help you stay on track if you're in charge of an outsourced web development project!

1. Set Clear Goals

You need to set clear goals for the project before you begin. What are the most significant features of the product? What's the deadline and budget? Let your team know all the important details regarding the project, what you want to achieve, and what you expect from them.

For example, if you're developing a new app, don’t just say, "We need an app." Be more 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. When everyone on the team knows what they’re responsible for, it really cuts down on confusion. Plus, it’s important to create an environment where open communication is encouraged. Encourage your team to ask any questions they have—no question is too small! There will be less misunderstandings this way.

2. Pick the Right Partner

It's not easy to find a good outsourcing company these days because there are so many of them. You want someone who has the right skills and knowledge and also works well with your team and meets their needs.

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. Good Communication

In any type of collaboration, you should set up ways to communicate, especially with remote teams. These can be daily or weekly small catch-ups, whatever works for your team. Important is to keep the lines open, so that everyone has the chance to ask questions or share information.

Imagine this: you are developing a new feature. By setting up weekly catch-ups with your outsourced dev team, you create an opportunity to discuss progress, address any issues directly, and make sure everything stays on track together.

Your team members will understand what is expected of them and what their main tasks are. 

4. Use a Project Management System

Another tip to consider is the importance of having a good project management system. You have so many good options to choose from, like Trello, Asana, Jira, or Monday.com. You can assign tasks, track progress, and set deadlines, which are features that assist with team management and collaboration.

Break your project into smaller parts and milestones to track your progress and keep everything on schedule. Regularly check in on the progress of your tasks and milestones.

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. Then, assign tasks to team members, set deadlines, and track progress on each board.

Using a project management system will keep everything organized.

5. Build a Strong Relationship

Working with an online team can feel a bit unusual when you haven't met anyone face-to-face. But it's just as important to get along with them as it is with your in-house staff.

Take time to get 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.

6. Focus on Quality Assurance

You want a top-notch project, no compromises. QA helps catch issues early before they grow. Be clear from the start about your expectations for performance, user experience, and features—it makes all the difference.

Don’t forget the importance of regular testing. Automated tests are great for quick, repetitive tasks, but manual testing catches what automation might miss. Balance both and start testing early—don’t wait until the project’s nearly done. Instead, test it at every development stage. You can catch and fix issues early, saving time and hassle later.

Regularly test your app on different devices and operating systems to see if it works properly everywhere. Then, look at the test results and make changes if you need to. Your goal is to give users the best experience possible, so keep quality always a priority.

7. Be Ready for the Unexpected

No matter how well you plan, sometimes things can still go wrong. You should always have a backup plan in case of surprises as an outsourced project manager. Think about what might go wrong and come up with strategies to deal with it. It’s always good to be prepared! This could be anything from a sudden change in project scope to a key team member being unavailable.

Be flexible when unexpected issues occur. In these cases, it’s important to think fast and adjust to find a solution. 

Keep communication open. If an issue comes up, the sooner everyone knows about the problem, the faster you can all work together to fix it. Resolve the issue with a step-by-step approach. Divide it into smaller, more manageable pieces. Take your time with each part until you're ready to move on to the next one.

When a new feature is about to go live and a big bug is found at the last minute, don't freak out. Get your team together, figure out the best way to fix it, and if you need to, change the timetable. It's better to delay the launch a little bit than to put out a product that's not ready.

Even if things don't go as planned, being ready for the unexpected can help your project keep going.

Conclusion

Outsourcing software development can transform your business, giving you access to a global talent pool and cost-effective solutions. When you focus on clear communication, build strong relationships, use a solid management system, prioritize quality assurance, and stay ready for the unexpected, your projects can run successfully. Embrace the differences that come with working with remote teams, and take the time to get to know your team members. By doing this, you promote 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 client's expectations. Happy outsourcing!