In the previous article, we covered everything you need to know about staff outsourcing in Kenya. We tackled the types of outsourcing, the benefits, some factors to consider and why Recours 4 Kenya is one of the leading service providers in Kenya.

In this article, we will dive deeper into the process of staff outsourcing in Kenya.

  1. Define your needs

The specificity of the details here will set the path for everything else that will follow. Here are examples of questions to consider:

  • What do you want the third party to do?
  • When do you want the third party to start and finish the projects?
  • What are your expectations upon completion?
  • Are you looking for an individual or a firm?
  • Is it a one-time or recurring project?
  • If it is a recurring need, how frequently will you need the service?
  • Are the tasks closely related and can be handled by one person/firm?
  • Do you have an estimate number of people who can handle the tasks?
  • Which skills should the ideal candidate/firm possess? Which are the minimum requirements? Which are the additions that are not mandatory?
  • Do you have any non-negotiables in the candidate, firm, or working arrangement?
  • Do you have location preferences?
  • Will you require them to attend monthly or annual meetings?
  • What is your budget?


2. Search for professionals

Often when outsourcing staff, especially for short-term projects, you might post on social media or use freelancing platforms. While there is nothing wrong with that, using a recruitment firm increases the chances of getting the perfect candidate. For starters, you may not have the screening tools and may be overwhelmed by the volume of applicants. In such a situation, the chances of missing the ideal candidate are high if you cannot go through every application.

Second, you may not have the means of doing background checks on individuals or firms. Social media platforms have granted users freedom of expression, but also increased the risks of exaggerations to trigger a certain kind of reaction. It may be anything from making up reviews to exaggerating credentials. A recruitment firm can easily verify whether the candidates are truthful about the data submitted or not.

Third, if you have never outsourced before, candidates can exaggerate the cost and you might end up paying more than the market rates. HR professionals in Recours 4 Kenya keep up with trends in all industries and have outsourced staff for many clients and can therefore ensure you do not fall into the hands of cons. They can equally request for quotations from applicants where necessary and use the figure, among other factors, to narrow down to the right candidate.

3. Draft the contract

Every company has its way of doing things. It is thus important to that you look at the working arrangement from many angles both as a giver and receiver and include all the necessary details.

Consider situations that can break the working arrangement such as delays in payment or frequent inconveniences due to miscommunication, time or cultural differences. Looking at extreme scenarios will challenge you to draft a comprehensive contract that have high success rates.

4. Get to know your provider

After getting the right candidate or firm, you should make an effort of knowing them whether you are hiring for a short time or long. Dare to ask questions that can influence the working arrangement. For instance:

  • Who have they worked with before?
  • What were the results?
  • What is their working arrangement like and what do they expect from clients?
  • How do they maintain data security?
  • Who will be the main contact person for the project?
  • How quickly can they respond in case of adjustments or urgent needs?
  • What can you expect at the end of the project?
  • What are the payment arrangements like? Do they require deposits before embarking on the projects? If yes, which percentage?
  • Will they be using your resources or theirs? If they will be using theirs or renting, do they charge for that or is the quotation inclusive of everything?
  • How will payments be made?
  • What if the targets are not met?
  • Which situations can make them opt out of the arrangement?

Such questions will help you to know whether the working arrangement will work or not and can thereafter proceed accordingly.

5. Tackle the differences 

Unless the third party is someone you have been working with for a while, there is always a possibility of differences in opinions when dealing with new providers.

For instance, if you usually pay 30% initial deposit and the provider is used to 50%, that is not reason enough to cancel the contract and move on to the next one. Negotiations can help you find middle ground and even uncover other areas where differences occur.


In conclusion, 

After assessing all these aspects of a contract, you will be in a good position of making a decision that guarantees success.