Business

how to outsource tasks in a growing business

Outsourcing is a powerful strategy for growing businesses. It lets you focus on what you do best while experts handle the rest—saving you time, money, and stress.

bbygir

Jun 23, 2025 - 10:56

Here’s a clear, beginner-friendly guide on how to outsource tasks effectively in a growing business:

✅ Step 1: Identify What to Outsource

Start by figuring out what’s taking up your time, but doesn’t need you personally to do it.

Common tasks small businesses outsource:

🧾 Admin & Operations

Data entry
Email management
Inventory tracking
Appointment scheduling

🎨 Marketing & Design

Social media posts
Logo or ad design
Video editing
Content writing or blog posts

💻 Tech & Website

Website setup/maintenance
E-commerce store updates
SEO optimization
App development

📈 Business & Finance

Bookkeeping
Tax filing
Market research
Lead generation

🎯 Tip: Start with low-skill repetitive tasks or tasks outside your expertise.

✅ Step 2: Decide Between Freelancer vs. Agency vs. Employee

👤 Freelancer (Best for small, flexible tasks)

Platforms: Upwork, Fiverr, Freelancer.in, WorkHire, Refrens
Good for one-time projects or part-time roles

🏢 Agency (Best for full-service help)

Handles multiple tasks (e.g., branding + web + ads)
Higher cost, but more structured

👥 Part-time/contract staff (Best for consistent work)

Hire via internship/job platforms (e.g., Internshala, Naukri, Foundit, Indeed)
You manage them directly

💡 Start with freelancers or part-timers before moving to full hires.

✅ Step 3: Write a Clear Task Description

Good outsourcing starts with clear instructions.

Include:

What you need done
Tools/software needed
Timeline and deadline
Budget
Examples (if possible)

Example:

"Need 10 Instagram posts designed per week using Canva. You’ll get captions, brand colors, and past examples. Deliver every Sunday. Budget: ₹2,000/week."

📌 Use Google Docs or Notion to share instructions easily.

✅ Step 4: Test with a Small Project First

Before committing long-term:

Give a trial task (paid or small-scale)
Test communication, quality, speed, and attitude
Give clear feedback

🎯 Tip: Hire 2–3 freelancers for the same trial and keep the best one.

✅ Step 5: Set Expectations and Systems

Once you hire someone:

Set a regular deadline or schedule (e.g., every Monday by 6 PM)
Use a task management tool (Trello, Notion, Asana, Google Sheet)
Communicate clearly (WhatsApp, Slack, or Email)
Use cloud storage (Google Drive, Dropbox)

💡 Keep everything organized in folders and shared documents.

✅ Step 6: Monitor Results and Give Feedback

Don’t just hand over tasks—review and guide.

Schedule regular check-ins
Give feedback early (“Make headlines bolder” / “Use more color”)
Reward good work with bonuses or raises
Be open to suggestions—they might bring new ideas!

📌 You’re building a team, not just buying hours.

✅ Step 7: Scale Slowly and Strategically

As you grow:

Add more freelancers for other roles
Delegate full processes (e.g., “Handle all customer support”)
Promote top freelancers to lead or manage others

🎯 Outsourcing lets you go from doing everything → leading everything.

📊 Bonus: Tools to Manage Outsourcing

Tool	Use
Trello / Notion	Assign and track tasks
Google Drive	Share files & feedback
Clockify	Track freelancer hours
Loom	Record quick video instructions
Canva Teams	Collaborate on design
Slack / WhatsApp	Daily communication

✅ Summary: Outsourcing Checklist

Step	What to Do
1	Identify tasks to outsource
2	Choose freelancer, agency, or part-timer
3	Write a clear task description
4	Test with a trial project
5	Set deadlines, tools, and communication
6	Review work and give feedback
7	Scale up outsourcing gradually