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Deciding What You Are Going to Outsource

By this point in the process, you’ve likely done a lot of thoughtful work.

You’ve:

  • Decided you want to collaborate with a WordPress developer
  • Determined that outsourcing makes sense for your business
  • Found a developer you’re excited to work with

Now comes the next — and often underestimated — step:

Deciding exactly what you’re going to outsource.

This step sets the tone for the entire partnership. A clear, intentional scope makes collaboration smoother, builds trust faster, and prevents frustration on both sides.

The good news?
You don’t have to get it perfect on day one.

Start Small (Really)

One of the biggest mistakes teams make when outsourcing for the first time is handing over everything at once.

Resist that urge.

Instead, think of outsourcing as something that evolves. Your initial list doesn’t need to be comprehensive. In fact, it shouldn’t be.

A smaller starting scope allows you to:

  • Learn how your developer works
  • Refine communication and workflow
  • Build trust gradually
  • Adjust expectations on both sides

Once you’ve worked together for a bit, you can always expand the list.

Step 1: Identify Tasks You Don’t Have Staff to Handle

Start by looking at your current team and workload.

Ask:

  • What tasks are falling through the cracks?
  • What work keeps getting delayed?
  • What technical responsibilities feel risky or stressful?
  • What used to be handled by a developer who’s no longer on staff?

These are often the clearest outsourcing candidates.

Common examples include:

  • Website updates and fixes
  • Plugin and theme management
  • Performance issues
  • Security tasks
  • Hosting-related work
  • Troubleshooting errors

If something is important but no one truly owns it — that’s a signal.

Step 2: Look at Tasks That Aren’t in Your Team’s Wheelhouse

Next, consider tasks that are assigned — but maybe shouldn’t be.

These are the “someone has to do it” jobs that:

  • Take far longer than expected
  • Cause ongoing frustration
  • Get done inconsistently
  • Create repeat issues

Often, these tasks are technical in nature and sit outside someone’s primary role.

For example:

  • Designers managing plugin conflicts
  • Project managers troubleshooting hosting issues
  • Content teams struggling with site performance
  • Staff Googling fixes instead of doing their actual work

If a task consistently causes friction, it’s a good candidate for outsourcing.

Step 3: Identify Services You Want to Offer — But Currently Can’t

Now shift your thinking from maintenance to growth.

Ask yourself:

  • What would we like to offer clients?
  • What opportunities are we currently saying no to?
  • What services would make us more valuable?

Examples might include:

  • Ongoing website maintenance packages
  • Performance optimization
  • Accessibility improvements
  • E-commerce builds
  • More advanced WordPress features
  • Custom themes or blocks

A WordPress developer can help you expand your offerings — without needing to hire full-time staff.

Step 4: Highlight Your Non-Negotiables

Once you’ve listed everything, it’s time to narrow it down.

Highlight 3–4 tasks that are most critical.
These become your non-negotiables — the work that must be handled well for the partnership to succeed.

These might be:

  • Updates and backups
  • Site security
  • Core development tasks
  • Specific client deliverables

Starting with a focused list helps everyone stay aligned.

Step 5: Match Tasks to Your Developer’s Strengths

Now that you know what you want to outsource, review it alongside your developer’s skill set.

Ask:

  • Do these tasks fall within their expertise?
  • Are expectations clear on both sides?
  • Are there items that may need to be phased in later?

A good developer will be honest about what they:

  • Do best
  • Can support occasionally
  • Should refer out

That transparency is a strength — not a weakness.

Step 6: Begin the Handoff (and Expect a Learning Curve)

Handing off work can feel uncomfortable at first — especially if you’re used to doing everything yourself.

That’s normal.

Early in the partnership:

  • You may over-explain (that’s okay)
  • You may need to clarify expectations
  • You may adjust processes more than once

The goal isn’t perfection — it’s progress.

As trust builds, handoffs become easier, faster, and more natural.

What a Healthy Outsourcing Setup Looks Like

Over time, a strong outsourcing relationship feels like:

  • Less mental load
  • Fewer technical emergencies
  • Clear ownership of tasks
  • More time for your core work
  • Better outcomes for clients

You stop worrying about whether things are being handled — because you know they are.

Common Mistakes to Avoid

A few things to watch for as you decide what to outsource:

  • Outsourcing everything immediately
  • Keeping expectations vague
  • Not documenting responsibilities
  • Assuming your developer “just knows”
  • Avoiding feedback early on

Clear communication now saves stress later.

Outsourcing Is a Process, Not a One-Time Decision

The list of what you outsource will change as:

  • Your business grows
  • Your offerings evolve
  • Trust deepens
  • Needs shift

That’s a good thing.

The goal isn’t to lock yourself into a rigid structure — it’s to build a partnership that adapts with you.

Need Help Defining What to Outsource?

If you’re not sure where to draw the line — or want help thinking through what makes sense to hand off first — we’re happy to help.

Contact us here to talk through your situation and find a starting point that feels manageable and sustainable.