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Key takeaways
The GBL Process Outsourcing Checklist is a process outsourcing checklist of 20 yes or no checks in five groups of four: map, score, protect, split and start. Answer it for each process you plan to hand over. 16 or more yes answers means ready. 12 to 15 means fix the weakest group first. Under 12 means start with the process register and the selection score.
- 20 checks in five groups: map, score, protect, split, start.
- 16 or more yes: ready to hand over.
- 12 to 15: fix the weakest group first.
- Under 12: start with the register and the score.
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Chat on WhatsApp →Map: do you know the process?
Four checks that the process is understood and visible.
- The process is named by its trigger and output.
- It has one named owner.
- Weekly volume and hours are counted.
- Dependencies on other processes are mapped.
Score: is it the right process?
Four checks from the process selection score.
- It scores 8 or more, or has a clear split.
- Variability is low: most cases follow the standard path.
- Customers do not choose you because of it.
- Good output can be measured and checked.
Protect: are the risks controlled?
Four checks on data, regulation and continuity.
- A processor contract covers any personal data.
- A transfer mechanism is in place if data leaves the UK.
- Sector rules and customer contracts allow it.
- Criticality is rated and continuity is planned.
- Processes with sensitive data: can they be outsourced?
- Regulated processes: outsource the work, keep the duty
- Process criticality: rate the damage if it fails
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Chat on WhatsApp →Split: is the line clear?
Four checks that the handover point is right.
- Routine and judgement steps are marked.
- Decisions and approvals stay in-house.
- Crossing points are one or two, not five.
- Escalation rules have time limits.
Start: is the handover ready?
Four checks that go-live will go smoothly.
- The method is written and current.
- System access is set up by role.
- A parallel run or pilot is planned.
- Weekly reviews are booked for month one.
What does this look like in practice?
A pattern we see: the protect group is where most first attempts fall short, usually on the processor contract or the transfer mechanism. Both take days, not weeks, once someone starts.
Next step
Run the checklist on your candidate process and send us the result. We will help you close the gaps in your weakest group.
Message us on WhatsApp, or book a 30-minute consultation.
Chat on WhatsApp →Sources and further reading
- The Sourcing and Consultancy Playbooks · Cabinet Office
- Contracts and liabilities between controllers and processors · Information Commissioner's Office
Frequently asked questions
What should you check before outsourcing a process?
That the process is mapped (named, owned, counted and its dependencies known), scores well on the selection tests, has its data, regulatory and continuity risks controlled, has a clear split between routine and judgement, and has a written method, access, a pilot plan and booked reviews.
How do you know a process is ready to outsource?
Answer the 20 checks in the GBL Process Outsourcing Checklist. Sixteen or more yes answers means it is ready. Twelve to fifteen means fix the weakest group first. Fewer than twelve means start by building a process register and scoring the process.
What is the most common gap before outsourcing a process?
Data protection paperwork, usually a missing processor contract or, for offshore teams, a missing transfer mechanism such as the IDTA. Undocumented methods and unclear escalation rules are the next most common gaps.
Written by
Global Bridge Labs (GBL) is a UK–Sri Lanka partner for social media, websites and BPO. Everything here comes from client delivery, not theory.
