Should you outsource? Use this 4-step framework

“Should we outsource this?”

If you’ve ever asked that question, you’re not alone. Every growing business faces this dilemma. Whether it’s sales, marketing, customer support, or another critical function, outsourcing has its pros and cons. The key is having a system to know when it’s the right move.

Why outsource?

• Your marketing campaigns need more expertise than you currently have in-house.
• You’re scaling customer support quickly and can’t hire fast enough.
• You want to focus internal resources on your core business functions, like product development.

Why keep it in-house?

• You’re developing a competitive advantage through your processes or approach.
• Maintaining tight control over quality is critical, especially in customer-facing roles.
• You’re at a stage where building internal capacity is more cost-effective than outsourcing.

So how do you decide?

Here’s 4-step framework to help you gauge which path is best:

1. Define true costs

Look beyond vendor fees and salaries—factor in tools, onboarding, and inefficiencies that come with outsourcing or keeping it in-house.

2. Evaluate opportunity costs

What could your team achieve if you freed up time or resources? How could outsourcing unlock growth?

3. Set clear success criteria

Define what “good” looks like. Is it ROI? Time saved? Higher quality output Without this, it’s hard to measure success.

4. Build a feedback loop

Your decision isn’t set in stone. Regularly review performance and adjust as your priorities evolve.

How do you decide when to outsource vs. keep things in-house? Are there any lessons or frameworks you swear by?