All you need to know about SharePoint outsourcing

What makes outsourcing so popular?
Types of SharePoint roles you can outsource
Common challenges in SharePoint outsourcing and how to overcome them
Who typically outsources SharePoint development?
Comparing SharePoint Outsourcing vs In-House SharePoint development
Advantages of SharePoint outsourcing Services
How to Select the Right SharePoint outsourcing Partner
Our Comprehensive SharePoint outsourcing services
Why choose Congruent Software for SharePoint outsourcing?
Real-World success stories of our SharePoint outsourcing projects
How to measure the success of your SharePoint outsourcing strategy

What makes outsourcing so popular?

Software outsourcing is popular for many reasons. Companies gain access to specialized skills they lack in-house. It lets them focus on their core business, boosting efficiency. Outsourcing can reduce costs and speed up development. It offers flexibility to scale teams as needed. It also helps manage project risks.

Choosing the right partner is key. Congruent Software excels in clear communication and understanding your goals. We prioritize transparent processes and regular updates. Our team delivers high-quality software. We build long-term relationships, becoming an extension of your team.

Types of SharePoint roles you can outsource

Outsourcing these Microsoft SharePoint roles helps streamline operations, reduce costs, and leverage professional expertise to get the most out of your SharePoint environment.

SharePoint Administrator

You can outsource daily management tasks like system updates and security. This frees your team from routine tasks and ensures system stability with expert support.

SharePoint Developer

Outsourcing developers speeds up project delivery. They create custom solutions, saving time and resources. You gain access to skilled coders without the need for full-time hires.

SharePoint Architect

Architects design your SharePoint structure with performance and scalability in mind. Outsourcing this role provides expert planning to ensure your system meets your business needs.

SharePoint Consultant

SharePoint Consultants offer strategic advice for migrations, upgrades, and optimization. They bring specialized knowledge, helping you avoid common pitfalls and make informed decisions.

SharePoint Support Specialist

You can get round-the-clock support due to time difference at low cost. This ensures minimal downtime and a smooth user experience.

SharePoint Trainer

Trainers provide your staff with the knowledge to use Microsoft SharePoint effectively. Outsourcing training ensures you get guidance directly from product experts.

Common challenges in SharePoint outsourcing and how to overcome them

Communication Issues

Time zone differences can cause delays. Language barriers lead to misunderstandings.

To avoid this, use clear and effective communication tools. Schedule regular meetings at convenient times for both parties. Keep detailed documentation of all discussions and project updates.

Lack of Control

You might feel you lose control of the project. This is a common worry.

To maintain control, set clear expectations from the start. Break the project into milestones and define deliverables. Request regular progress reports and hold check-in meetings to stay informed.

Data Security Risks

Outsourcing involves sharing sensitive data. This is a major concern.

Protect your data by signing strict non-disclosure agreements (NDAs). Verify that the vendor follows robust security protocols. Regularly review their compliance with security standards.

Quality Concerns

The outsourced work may not meet your standards.

Establish clear quality benchmarks and guidelines from the beginning. Conduct regular reviews of the work delivered. Perform thorough testing to ensure all requirements are met.

Vendor Reliability

The vendor may not deliver on time. They might lack expertise.

Research vendors thoroughly before choosing them. Evaluate their portfolio, check references, and assess their experience in SharePoint projects. Consider starting with a small project to test their reliability.

Hidden Costs

Unexpected costs can arise during the project. This can upset your budget.

Prevent this by discussing all costs in detail before signing the contract. Clarify the pricing model, including additional fees for changes or extra services. Ensure all financial terms are outlined in the contract.

Who typically outsources SharePoint development?

Small and Medium Businesses

These businesses may not have in-house SharePoint experts. Outsourcing gives them access to skilled professionals without hiring full-time staff.

Startups

Startups need quick solutions and want to focus on growth. Outsourcing SharePoint development helps them save time and resources.

Large Enterprises

Big companies may need extra support for large projects or migrations. Outsourcing allows them to scale up quickly without burdening internal teams.

Businesses with Limited IT Resources

Companies with small IT teams may struggle with complex SharePoint tasks. Outsourcing provides expert help and keeps projects on track.

Organizations Needing Custom Solutions

Some businesses need tailored SharePoint features or integrations. Expert developers can create custom solutions to meet specific needs.

Companies with Tight Deadlines

When timelines are short, outsourcing helps speed up development. Extra hands ensure faster project delivery.

Firms with Seasonal Workloads

Businesses with fluctuating demands benefit from outsourcing. They can scale SharePoint development up or down as needed.

Non-IT Companies

Companies not in the tech sector may not want to invest in SharePoint expertise. Outsourcing allows them to focus on their core business while professionals handle SharePoint.

Comparing SharePoint Outsourcing vs In-House SharePoint development

Pain Point	Outsourcing	In-House Development
Cost Management	Lower costs, no need for full-time hires or infrastructure.	Higher costs due to salaries, benefits, tools, and training.
Access to Expertise	Access to a wide range of experienced SharePoint professionals.	Limited to the skills and experience of the in-house team.
Scalability	Easily scale resources up or down based on project needs.	Challenging to adjust team size quickly without hiring or restructuring.
Project Timeline	Faster completion with dedicated experts and 24/7 support.	Timelines may be longer due to limited internal capacity.
Flexibility	Ideal for short-term or specific projects.	Better for ongoing, long-term needs with consistent workload.
Control Over Projects	Less direct control, but project managers provide regular updates.	Full control over the development process with direct oversight.
Resource Availability	Quick access to skilled developers, architects, and consultants.	Limited by the internal team’s availability and expertise.
Maintenance & Support	24/7 support often available as part of the service package.	Requires dedicated in-house support, often only during business hours.
Time Zone Challenges	Can be a challenge with offshore teams, but nearshore options help.	No time zone issues with local teams, ensuring immediate responses.
Project Management	Professional project managers handle timelines, budgets, and deliverables.	Requires internal project management resources, adding to costs and workload.

Access to Niche Experts

You can find specialists for unique SharePoint needs, like advanced integrations or custom workflows.

Faster Problem Resolution

Outsourcing teams often offer 24/7 support. They handle issues quickly, reducing downtime.

Scalability on Demand

You can easily add or reduce resources based on project needs. This is ideal for seasonal or project-based demands.

Cost Predictability

Most outsourcing contracts have fixed pricing. This helps you manage budgets better without hidden costs.

Focus on Core Business

Your internal team can focus on strategic tasks while experts handle SharePoint projects.

Risk Mitigation

Outsourcing partners often share the project risks. They handle challenges like staffing, technology changes, and compliance.

Fresh Perspectives

External experts bring new ideas and solutions. They can identify opportunities for improvement that your internal team might overlook.

No Training Required

You do not need to spend time or money on training staff. Outsourced professionals are already skilled.

Better Resource Management

You avoid the hassle of hiring, training, and managing additional employees.

Quick Adaptation to Changes

Outsourced teams can quickly adapt to new technologies or project changes.

How to select the right SharePoint outsourcing partner

To find the right SharePoint outsourcing partner, it's important to ask the right questions. These questions will help evaluate their expertise, approach, and fit for your business needs.

What is their experience with SharePoint projects?

They should have a strong portfolio of successful SharePoint implementations, migrations, custom development, and support projects. Verify if they have experience with projects similar to your requirements.

Can they provide case studies or client references?

A reputable partner will share case studies and connect you with past clients. This helps assess their ability to deliver on promises and maintain client satisfaction.

What level of expertise does their team have with SharePoint tools and technologies?

Their team should be well-versed in SharePoint Online, SharePoint Server, SharePoint Framework (SPFx), Power Platform, and related tools. Certifications and training can indicate a high skill level.

How do they approach project management and communication?

They should follow a structured project management methodology like Agile or Waterfall, ensuring clear communication, regular updates, and transparency throughout the project.

How do they handle data security and compliance?

They must follow industry best practices for data security, including compliance with relevant regulations (e.g., GDPR, HIPAA) and implementing security measures like data encryption and secure access controls.

Do they provide ongoing support and maintenance services?

Confirm if they offer post-implementation support, such as bug fixes, updates, user training, and maintenance services. A long-term support plan is essential for sustained success.

What are their pricing models and payment terms?

They should offer clear and flexible pricing models, such as fixed-price, time and material, or dedicated team options. Make sure payment schedules and terms are transparent.

Do they offer a trial period or pilot project?

A pilot project can be a low-risk way to evaluate their capabilities, approach, and how well they align with your business needs before committing to a full-scale engagement.

Our comprehensive SharePoint outsourcing services

SharePoint Consulting

We analyze business requirements and develop tailored SharePoint strategies to maximize efficiency and collaboration.

Implementation & Deployment

We set up SharePoint environments from scratch in the cloud, or in a hybrid setup, ensuring a smooth and efficient rollout.

SharePoint Migration

We handle seamless migration from legacy systems, file shares, or other platforms to SharePoint Online.

Branding & Customization

We create custom SharePoint designs and interfaces that align with corporate branding and enhance user experience.

Intranet & Extranet Solutions

We build intuitive intranet portals for internal communication and extranets for secure collaboration with external stakeholders.

Integration Services

We connect SharePoint with Microsoft Teams, Dynamics 365, Salesforce, and third-party systems to create unified workflows.

Development & Custom Solutions

We build custom SharePoint applications, web parts, add-ins, and solutions.

Governance & Security

We establish governance frameworks, set up access controls, and implement security best practices.

Support & Maintenance

We offer ongoing support, troubleshooting, and updates to ensure SharePoint runs smoothly and remains up-to-date.

Training & Adoption

We provide training sessions and resources to help users make the most of SharePoint features and improve adoption rates.

Why choose Congruent Software for SharePoint outsourcing?

Decades of Experience

We've been delivering SharePoint solutions since its first version, bringing over 18 years of expertise to every project.

Certified SharePoint Experts

Our team includes certified scrum masters, project managers, and SharePoint developers with deep technical and functional knowledge.

Comprehensive SharePoint Services

We offer end-to-end services, including consulting, development, migration, integration, support, and maintenance.

Proven Success Across Industries

We've delivered successful SharePoint projects for healthcare, finance, education, manufacturing, and more.

Commitment to Timely Delivery

Our agile approach ensures fast project completion without compromising quality.

Trusted by Businesses of All Sizes

From large enterprises to small businesses, our solutions deliver measurable results and strong ROI.

Cost-Effective Services

Our flexible engagement model provides cost benefits while maintaining high-quality standards.

Stellar Client References

Our track record of solving complex SharePoint challenges is backed by positive client feedback and successful case studies.

Real-World success stories of our SharePoint outsourcing projects

Shrimp Farming Company Improves Investor Relations

A shrimp farming company used SharePoint development to turn their static website into a dynamic content management system. This enhanced document management and boosted investor engagement.

Online Retailer Upgrades Intranet Portal for Collaboration

A kids' and teenagers' online retailer modernized their intranet portal with SharePoint development. They improved user adoption, scalability, and mobile compatibility.

Australian Nonprofit Increases Employee Engagement

An Australian nonprofit worked with SharePoint experts for consulting and branding. They revitalized their intranet portal and improved content management and employee engagement.

Anesthesia Management Company Simplifies IT Services

A leading anesthesia management company used SharePoint consulting, branding, and migration. They unified IT helpdesk services, improved communication, and managed content across 85 locations.

Minneapolis Trauma Center Improves Intranet Efficiency

A Level I trauma center in Minneapolis used SharePoint support and enhancements. They improved project management, corporate communications, and content delivery for over 9,000 users.

Government Cooperative Enhances Intranet Performance

A cooperative for Government, Education, and Non-Profit agencies used SharePoint consulting, branding, and re-implementation. They increased site traffic, boosted collaboration, and streamlined document management.

US-Based Non-Profit Upgrades Portal Customization

A US non-profit used SharePoint migration and integration. They improved customization, document management, and internal training with advanced on-premise features.

Engineering Consultancy Boosts Project Management

A global engineering consultancy used SharePoint consulting, branding, and migration. They organized content, aligned corporate branding, and improved project management.

Global Payment Leader Speeds Up Decision-Making

A global online payment provider used SharePoint consulting, development, and support. They automated decision management and cut decision-making time by 50%.

How to measure the success of your SharePoint outsourcing strategy

Measuring the success of your SharePoint outsourcing strategy is crucial to ensure it meets your business goals. Start by evaluating if the project was delivered on time and within budget. Check if your SharePoint environment aligns with your business needs and if it has improved productivity and collaboration. Review user adoption rates and gather feedback from your team to understand their experience. Monitor system performance, including speed, reliability, and ease of use.

Assess if your SharePoint outsourcing partner provided consistent support and if the solution delivered a strong return on investment. A successful SharePoint outsourcing strategy should bring efficiency, reduce costs, and enhance overall business operations. If you need expert guidance or support with your SharePoint projects, contact us today. Our team is ready to help you achieve your business goals with tailored SharePoint solutions.

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