Unlocking Success: Communicating with Your Outsourced Team

Master the art of communicating with outsourced teams. Learn practical tips and strategies for effective collaboration, trust-building, and successful outcomes.

Alison Wyss
Content Marketing Manager

Outsourcing has become a cornerstone of modern business strategies. It enables companies to access specialist knowledge, boost productivity, lower costs and safeguard their business for the future.

However, one critical aspect that can make or break an outsourcing partnership is communication. As an official Adobe implementation partner, Conexio understands the vital role effective communication plays in ensuring fruitful collaboration.

In this article, we delve into the nuances of communication in outsourcing. We also share practical tips on how to communicate effectively with your outsourced teams. Plus, we offer a peek into our own framework that ensures streamlined communication with our clients.

Communicating effectively with an outsourced team.

Picture this: You've carefully chosen an outsourcing company that aligns with your company culture, objectives and values. But without clear and consistent communication, even the most talented teams can struggle to deliver results. Effective communication is the bridge that connects you to your outsourced team, allowing you to articulate your vision, set expectations, provide feedback, and foster a collaborative environment.

This is why we believe that treating your outsourced software development team as a partner is key. Try not to view the relationship as a traditional client-vendor dynamic. Instead, embracing the idea of a partnership creates an environment conducive to open and honest communication.

Below, we will explore essential strategies to communicate fruitfully when working with outsourced teams. From setting clear expectations and utilizing the right communication tools to leveraging overlapping hours and building trust, these practices will help you establish a strong and productive relationship.

Treat your outsourcing company as your partner.

When it comes to outsourcing, think of it as forming a partnership rather than just a simple client-vendor relationship. Embrace the idea that you and your outsourced team are working together towards a shared goal. This mindset sets the stage for open and honest communication.

Treat them like an extension of your own team, involve them in decision-making processes, and encourage regular feedback. By fostering a sense of partnership, you create an environment where everyone feels valued, leading to smoother collaboration and better outcomes.

Graphic shows a company collaborating with its outsourced software development team

Get on the same page regarding expectations.

To avoid misunderstandings and delays, clearly define your expectations and goals from the start. Document project requirements, timelines, and deliverables in a detailed manner. This ensures that both you and your outsourced team have a shared understanding of what needs to be accomplished.

By establishing this clarity, you minimize the risk of miscommunication and set the stage for a successful project. Don't be afraid to have open discussions and encourage your team to ask questions. The more aligned everyone is, the better the results will be.

Identify the communication tools you prefer to use.

Communication tools are the lifeline of remote work. Take the time to identify which tools align with your workflow and communication style. Whether it's project management platforms, instant messaging apps, video conferencing tools, or email, choose the ones that facilitate efficient communication.

Find tools that allow for easy sharing of information and clear task allocation. With the right tools in place, it becomes much easier to stay connected and keep communication flowing smoothly.

Use the communication tools properly.

Having the right tools is one thing but using them effectively is another. Establish clear guidelines on how and when to use each tool. For example, use project management platforms for task allocation and tracking, instant messaging for quick queries, and video conferencing for more complex discussions.

Game-changing tools like Slack, Zoom, and Clickup have transformed the way companies operate on a global, remote scale. These powerhouse tools can be instrumental in ensuring the success of working with outsourced teams. Leverage their potential from the get-go and you’ll be off to a great kick-off.

Pro tip: Define communication protocols to ensure clarity and streamline communication channels. You can even establish a timeline for how regularly you’ll be having check-ins with your outsourced team.

Use overlapping hours to communicate.

Dealing with time zone differences can be challenging when working with outsourced teams. However, it's important to identify the overlapping hours when both parties can communicate in real-time. These hours are precious and offer an opportunity for prompt responses, immediate feedback, and a stronger sense of collaboration.

Leverage this time for important meetings, brainstorming sessions, or resolving critical issues. By utilizing these shared hours effectively, you can foster a stronger bond and work together more efficiently.

Pro tip: Consider collaborating with nearshore partners as opposed to offshore agencies. This way, you’ll be sure your teams will have real-time collaboration and many overlapping hours to communicate.

For instance, if you’re a North American company, you might consider hiring an agency from the Latin America region. This will ensure you have between 4 to 8 hours of real-time collaboration every day.

Build trust with your outsourced team.

Trust is the bedrock of any successful outsourcing partnership. Take the time to build trust by being responsive and providing timely feedback. Acknowledge the expertise and efforts of your outsourced team and give credit where it's due. Encourage open dialogue and actively listen to their insights and suggestions.

Foster a culture of mutual respect and create an environment where everyone feels comfortable expressing their thoughts and ideas. When trust is nurtured, communication flows more freely, leading to better collaboration, stronger relationships, and ultimately, successful outcomes.

Remember, effective communication is the key to unlocking the full potential of your outsourced team. By sticking to the practical tips discussed above, you can create a communication framework that paves the way for success.

Graphic shows an outsourced team working on a UX UI design

Conexio's perspective: Our championship-winning formula.

At Conexio, we believe that true success lies in forming a partnership where we become an integral part of our client's teams. We don't see ourselves as just another provider. Instead, we strive to be a strategic partner, working hand in hand with our clients to achieve exceptional results.

When both the client and the outsourced agency are fully committed, magic happens. We merge as a cohesive unit, combining our expertise and knowledge to create real value.

Our championship-winning formula focuses on two key areas: We like to think of them as “Experience Focus” and “Tech Focus”. Let's dive into how these elements contribute to smooth and streamlined communication throughout our partnerships.

Experience Focus:

As part of our winning formula, we assign a dedicated Client Success Manager who serves as the main point of contact with the client. But they are more than just a liaison; they take the time to thoroughly understand our clients’ businesses and their needs. By immersing themselves in the clients’ world, they bring invaluable insights, clarity and guidance throughout the entire project. The clients’ success is their success, and they are committed to establishing fruitful partnerships.

Additionally, our formula includes a Talent Success Manager. This role is responsible for ensuring the integration, well-being, and operational excellence of the team involved in the client’s project. They ensure that our talented professionals are fully aligned in terms of goals, which fosters a collaborative and harmonious work environment.

Tech Focus:

The other pillar of our formula is a strong emphasis on tech. We have a team of Solution Specialists who excel at harnessing the power of the solutions that will drive the clients’ projects forward. When you bring them complex problems, they have the expertise to transform them into elegant and simple solutions. They are masters of their craft, leveraging their technical prowess to deliver exceptional results.

We also include Practice Leaders in each project. These technical experts oversee each area of the project, ensuring that every aspect is handled with total precision. They are well-versed in the intricacies of each Adobe solution and provide guidance and supervision to the teams.

With this well-structured framework, we create an environment where collaboration thrives and communication flows effortlessly. We are passionate about delivering exceptional results and believe that effective communication is the backbone of successful partnerships, so we make it a priority.


In the realm of outsourcing, effective communication is the secret sauce that fuels success. It's what enables you to effectively convey your vision for the project, set expectations and foster fruitful collaboration.

Leverage our tips and insights to unlock the full potential of your outsourcing partnerships. With smooth and clear communication, you can achieve remarkable outcomes and propel your business to new heights.

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