Best Practices for Managing an Offshore Team

Hiring an offshore team brings many benefits to your organization. For starters, it helps you reduce operational costs by at least 40% without affecting the productivity of your team. It’s also a great way to expand your organization and achieve growth in a faster way.

But, we get it… it’s not easy. Some might say it’s harder than managing an internal team. 

At Superior CS Group, we have years of experience working with people from different parts of the world. During this time we have learned how to ensure that your remote offshore team is:

  1. Productive
  2. Able to communicate effectively

Read on to discover the strategies that will help you along the way!

6 best practices for managing an offshore team 

Managing an offshore team effectively requires you to have a thoughtful approach to prioritize:

  • Clear communication
  • Strong collaboration
  • Cultural awareness

Here are some best practices to help you navigate the unique challenges and enjoy the rewards of offshoring.

Ensure Clear Job Roles

Like any new employee, you must ensure that your offshore staff comprehends their job duties and responsibilities. Understanding their responsibilities makes it easier for them to work both alone and as part of a team. 

Don’t forget to explain who is responsible for certain tasks so that everyone can communicate effectively and work together to complete projects and achieve common goals.

Set Up Clear Expectations and Goals

When working with a remote team, you need to reduce the risk of poor communication and low productivity. The best way to do this is to set clear expectations and goals. 

At Superior CS Group, we encourage you to 

  • Make a list of everything that needs to be done.
  • Include who is responsible for each task.
  • Specify the date by which each should be completed. 
  • Explain it to your team and allow them to ask questions. 
  • Use Gantt charts so that everyone can see the progress and status of the project. Or use project management tools like Asana or Trello to keep everyone aligned.  
  • Make sure you have regular meetings to review the status of the project and any potential delays or obstacles. 

We also recommend that you work with a good offshore staffing company. They will be responsible for monitoring the productivity of each of your new remote employees, giving you the peace of mind to focus on other core areas of your business.

Ensure Accountability and Time Management

Making sure your team members are accountable for their tasks means you have effectively communicated what is expected of them. And, that you have guided them on the importance of delivering work on time. 

We suggest having weekly meetings with your team at the start of the week. This will help ensure that everyone is aware of their tasks, potential obstacles, and collaboration requirements. Also, implement daily reports to better manage your offshore staff. 

Prioritize Communication

We get it, sometimes it can be hard to stay in touch with offshore employees. They are not sitting right next to you at your desk, and not every little detail requires a video conference call. Fortunately, technology is on our side, and every year we have new tools and systems to improve communication and make it easier for everyone to stay on the same page. 

The most important tip we can share with you is that you need to be able to understand what can be done through email, a quick message, or what requires a video call.

Each channel has its advantages and limitations, but there are times when it’s necessary to have everyone on the same call and other times when just a message is enough. 

Some of the most popular tools used by offshore teams are Zoom, Slack, Teams, and WhatsApp. They all help you share information and stay connected with each member of your team.

Always go the extra mile. Each team member should document their work, decisions, and progress in platforms that others can access and contribute to later.

Try to schedule regular follow-up meetings to check on the status of projects and how everyone is doing. We recommend weekly meetings with each of your teams. For more important/urgent projects, these meetings can be more frequent.

Avoid Micromanagement

Offshore workers tend to be good at self-management. Chances are this is not their first time working in a remote environment. Allowing them to be self-sufficient boosts their performance, creativity, and overall company productivity. 

But we understand that it takes time to get comfortable working this way. Not having them in the office can cause anxiety because you cannot control when and how things are done. To help you in this process, we suggest that you:

  1. Provide adequate onboarding training. Typically, offshore staffing agencies handle the paperwork, initial setup, and training of new hires. But you want to go the extra mile and send them a handbook of your organization, introduce them to your team, have a conversation with them about goals and expectations, and have regular check-in meetings. 
  2. Communicate business objectives effectively. 
  3. Provide the necessary online tools to make communication and collaboration easy and effective.

Encourage Interaction Between Team Members

Just because they’re not sitting next to each other doesn’t mean they can’t build strong relationships. Isolation and depression affect overall productivity. To avoid these situations, it’s important to encourage social interaction between your offshore and onshore teams. 

You can do this by: 

  • Holding regular meetings and setting aside a few minutes to chat about non-business topics.
  • Hosting virtual parties. 
  • Organizing team-building activities through Zoom or Teams. 
  • Having a chat room in Slack or Teams to talk about random topics.

Final Thoughts

Working with offshore teams has its benefits and challenges. Cultural and communication gaps, performance management, trust, and data security are just a few of them. But there are ways to overcome them and create a team that’s focused on completing their assignments and achieving common goals.

But, keep in mind that handling all of your offshore hiring with a specialized provider will make all the difference. For starters, an offshore staffing agency will handle everything related to screening, selecting, and interviewing candidates. Then they will handle the initial onboarding and payroll. And, if necessary, they will replace one person with another who better fits your company’s needs and culture. 

Blending onshore and offshore teams is possible. It’s just a matter of trusting the process and providing the necessary guidance and tools.

Key questions to ask potential offshore staffing companies

If you are reading this, you are probably considering hiring an offshore staffing provider. We understand, deciding on a collaboration partner is not a straightforward choice. You need to partner with someone with experience finding, onboarding, and handling offshore staff. Someone who understands your needs and can help solve them. 

The first step in this process is to do some research. Inquire your colleagues about the agencies they have collaborated with. Navigate to Google and search for various choices and feedback. Create a list of potential offshore staffing service providers.

Once you have a list of possible partners, it’s time to learn more about them and get to know their way of work. 

As we said, you want to work with an agency that will not only help you find great offshore talent. And that helps ease your workload and respect your interests. 

In this article, we share a set of questions we suggest you ask each offshore staffing company on your list. The questions are there to help you learn more about:

  • Their company and expertise, 
  • Their recruitment and hiring process,
  • Their cost and pricing structure,
  • Their communication and support protocols, 
  • And some additional considerations such as references from past clients, and more. 

Questions on Company Overview and Experience

The initial questions aim to help you grasp the company’s culture, values, and goals. They also let you learn about the company’s business and how they can help you succeed. And, they can help you identify potential red flags you want to avoid in your offshore staffing partner. 

  1. How many years of experience does your company have?
  2. What is your company’s primary focus and area of expertise?
  3. What is your company’s geographic reach? What countries do you send candidates from?
  4. How many clients do you serve? 
  5. What industries do you typically serve?
  6. What quality control processes do you have in place? 
  7. How do you ensure that your candidates are qualified and meet my specific needs?

What to Ask on Recruitment and Hiring Processes

Once you’ve covered the first set of questions, it’s time to ask about their recruiting and hiring processes. You want to know all the details about how and where they find the offshore employees they will provide you with.

You also want to know how they assess their English skills. Additionally, you want to understand their knowledge of specific tools. Lastly, you want to know how they handle cultural differences.

  1. What is your process for recruiting and screening offshore candidates? 
  2. How do you assess their skills and experience?
  3. What is your typical turnaround time for filling positions?
  4. How do you deal with cultural differences and language barriers?
  5. What is your process for onboarding and integrating new hires into my team?
  6. What is your company’s retention policy
  7. How do you prevent employee turnover?

Key Questions on Cost and Pricing Structure

If you are comfortable with all of their answers, you will want to move on to the next set of questions. These will help you understand if the services they are offering are what you are looking for. And, if they will help you save thousands of dollars in payroll and operational costs.

  1. What is your company’s pricing structure
  2. Do you charge by the hour, per project, or a combination of both?
  3. What are your typical recruiting, onboarding, and training fees?
  4. Are there any additional costs I should be aware of, such as travel or taxes?
  5. What is your payment schedule? Weekly, monthly, quarterly?
  6. Do you offer discounts or incentives for long-term contracts or high-volume hiring?

Explore their Communication and Support Protocols

A key player in the relationship between an offshore service provider and your organization is having a clear communication. Ask them about what you can expect from them, their way of work and be clear about your expectations in this matter. 

  1. How will we communicate throughout the partnership?
  2. Who will be my primary contact at your company?
  3. How often will I receive updates on the status of my open positions?
  4. What is your company’s policy for handling complaints and resolving issues?
  5. Do you provide training or resources for working with offshore teams?

Final Questions

Lastly, you need to assess certain key aspects of their work and how it will impact your operation.

  1. What is your company’s approach to social responsibility and ethical sourcing?
  2. Can you provide references from past clients?
  3. Are you willing to sign a non-disclosure agreement (NDA) to protect my confidential information?

Final Thoughts

Not all offshore staffing companies have the right way of working, pricing structure, or hiring process that suits your needs. Take the time to carefully analyze and research each one of them.

At Superior CS Group, we think it’s really important to have a first meeting with our clients. This helps us understand their processes, teams, and experiences better. This meeting is the start of a good working relationship and helps us meet our clients’ needs and goals.

In addition to understanding our clients’ processes, we also place great importance on getting to know their teams. We believe that a strong working relationship is built on trust and effective communication. By familiarizing ourselves with our clients’ teams, we are able to establish a solid foundation for collaboration. This enables us to work seamlessly with their internal teams, ensuring a smooth and efficient integration of our services into their existing operations

How To Choose the Best Remote Staffing Agency

Remote staffing agencies can be a great resource for businesses that need to hire remote workers. These agencies can help you find and recruit qualified candidates. They also manage all of the paperwork and payroll for your remote employees. However, with so many different remote staffing agencies to choose from, it can be difficult to know which one is right for your business.

Keep on reading and discover some key aspects that will help you choose the best remote staffing agency for your business needs. 

What is a Remote Staffing Agency?

A remote staffing agency is a company that specializes in finding and placing remote workers with businesses. They act as a bridge that connects companies in search of talent and global professionals who are job hunting. 

Here is a short explanation of what to expect when working with an offshore staffing service provider: 

  1. Businesses reach out to the agency and explain their specific needs. It’s important that you include the role you want to fill, the required skills and experience, and your budget.
  2. The agency sources and screens candidates. They use their network of offshore workers and online platforms to find qualified professionals who meet your business’s needs.
  3. The agency presents a shortlist of candidates. You can then interview them and choose the one you believe is the best fit for the role.
  4. The agency then handles all the paperwork and onboarding. This includes setting up contracts, payroll, and benefits for the offshore worker.

As you can see, remote staffing agencies offer a valuable service to businesses that want to hire remote workers. By using a staffing agency, your company can:

  • Save time and resources,
  • Access a larger pool of talent,
  • And reduce the risk of hiring the wrong person.

Things to Consider when Choosing a Remote Staffing Agency

For any business, choosing the right remote staffing agency is a big decision. It is important to take your time and do your research. By following these tips, you can partner with an agency that can help you find the best offshore staff for your business.

1. Be clear about your hiring needs

Before you start your search for a remote staffing agency, it is important to understand what are your hiring needs. Try to answer questions such as: 

  • What type of position are you looking to fill? 
  • What are the skills and experience required for the position? 
  • What is your budget?

2. Ask your peers

Talk to other organizations that have used remote staffing agencies. They can provide you with valuable insights into the different agencies they have worked with. And, they will recommend the ones they have had the best experience with.

3. Know your budget and share it with the agency

Remote staffing agencies typically charge a fee for their services. This fee will vary depending on:

  • The agency you choose,
  • The type of position you are looking to fill,
  • And the experience of the candidate.

Be sure to discuss your budget with the agency upfront so that you can avoid any surprises.

4. Choose an agency that respects candidates

Make sure to ask about their relationships with their offshore staff. A good remote staffing agency will treat its candidates with respect. This means:

  • Paying them on time,
  • Communicating with them regularly,
  • And providing them with the resources they need to be successful. 

5. Work with an agency that values businesses

Take the time to ask the agency’s clients about their experience working together. You want to hire a remote staffing agency that values your business and works hard to meet your needs. This means being responsive to your requests, providing you with regular updates, and being available to answer your questions.

6. Choose one that takes the pressure off your plate

A good remote staffing agency will take the pressure off your plate. They will manage all of the paperwork and payroll for your remote employees. This will free up your time to focus on your business.

Be sure to understand the agency’s communication protocols and their onboarding process for new employees. 

7. Review the agency’s website

A good remote staffing agency will have a professional and informative website. The website should provide you with information about their services, team, and clients.

8. Read online reviews

Before you hire a remote staffing agency, be sure to read online reviews of their work. This can help you get a sense of the agency’s reputation and whether or not it is a good fit for your business.

9. Interview the agency’s staff

Once you have narrowed down your list of potential agencies, be sure to meet the agency’s staff. This will give you a chance to get to know the agency and ask them questions about their services.

The best way to find the right remote staffing agency for your business is to ask questions. Be sure to ask the agency about its experience, its services, and its fees.

Don’t forget to ask them about their experience placing offshore staff in your industry. You want to partner with someone with a proven track record. 

10. Get everything in writing

Before you start working with a remote staffing agency, be sure to get everything in writing. This includes the agency’s contract, its fee structure, and its service guarantees. You don’t want to leave anything out of it.

11. Trust your gut

At the end of the day, you should trust your gut when choosing a remote staffing agency.

  • If you feel comfortable with an agency,
  • If you have faith in their abilities,
  • If you believe they will help you reach your business goals…

… then they are the best agency to partner with your organization.

What Separates an Offshore Staffing Agency from the Rest?

Several factors contribute to making a remote staffing agency the best one for your business. Some key aspects you need to consider:

  1. Deep Expertise and Experience. The agency should have extensive knowledge and experience in matching qualified offshore workers with businesses across industries and roles. Their expertise should extend beyond finding candidates. It must include:
    Ability to ease the challenges of remote work,
    Communication protocols,
    And being able to match the cultural fit between the worker and the client.
  2. Vast Talent Network. A reputable remote staffing agency should have access to a vast pool of highly skilled offshore workers. This larger talent pool increases the likelihood of finding the right match for your specific needs. It ensures that you will have access to a diverse range of expertise.
  3. Rigorous Screening and Evaluation. The agency’s screening process should be careful and thorough. It must identify candidates with the necessary skills, experience, cultural fit, and communication abilities to thrive in remote roles. Their evaluation should go beyond traditional resumes and include assessments, interviews, and background checks.
  4. Effective Matching and Placement. The agency should have a proven track record of successfully matching candidates with businesses based on their specific requirements. They should be able to assess your company culture, work environment, and project needs to identify the most suitable remote workers.
  5. Comprehensive Onboarding and Support. A top-tier remote staffing agency provides comprehensive onboarding and support to both the client and the remote worker. This includes training, integration into the company’s workflow, and ongoing communication channels to ensure a seamless transition and successful collaboration.
  6. Transparent Communication and Fee Structure. The agency should maintain open and transparent communication throughout the process, from initial consultations to final placements. They should also provide a clear and competitive fee structure that aligns with their services and value proposition.
  7. Client Success and Retention. A true best-in-class remote staffing agency prioritizes client success and retention. They should:
    • Demonstrate commitment to provide ongoing support,
    • Address any concerns,
    • And ensure a positive experience for both the business and the remote worker.



In short, to hire an offshore staffing agency, you need to have a clear understanding of your staffing needs and your budget. You need to research different offshore staffing agencies and ask others for references and recommendations. Finally, you need to meet with your top choices, negotiate their fees and make a decision.

At Superior CS Group, we have developed a strategic process for providing staffing solutions to companies in various industries. It consists of 4 stages in which we

  1. Conduct a discovery call with your team to understand your talent needs.
  2. Search and find qualified candidates who are in the same time zone as you. You have the final say on who gets hired.
  3. Work with you to implement virtual services into your organization.
  4. Monitor and track offshore staff performance.