How to Find the Right Zoho Partner for Outsourcing Administrative Work

Should you be outsourcing your Zoho administrator duties? The pros and cons of outsourcing have been discussed for years, some of the benefits being you don’t have to hire, onboard, or train; you get the advantages of a larger pool of knowledge; and you can potentially save in terms of labor costs paying only for the time you’re truly using. We would also add that in the case of highly specialized tasks, your organization benefits by being able to keep its focus on the things it does best – without having to ensure that internal resources have proper training, sufficient time, and the desire to take on new and different responsibilities. 

The cons of outsourcing can include losing some control, or that needs may get lost in translation. Although, more often than not, the benefits of outsourcing the tasks involved with Zoho administration far outweigh them. Let’s talk about it a little more so you can see if it’s the right move for your business.

What is outsourcing in Zoho administration?

In this case, outsourcing is the practice in which designated company tasks or functions are given to service providers outside of your company. This support is provided to your company by an external resource instead of an internal one. Some tasks handled by a Zoho administrator can include:

1. Assisting with best practices and implementations for user credentials and permissions.
2. Ensuring that application updates are timely, and testing them to ensure that all integrations work as required prior to roll out.
3. Responding to incidents as reported, and helping you with remediation.
4. Helping to identify and notify you of opportunities to improve, enhance, or get more out of your system.
5. And of course, many other tasks as they arise. Just ask!

We know as well as anyone that Zoho is definitely simple to pick up and use. But  customizing it to your needs, and correctly integrating and maintaining systems can be confusing for the uninitiated!

The Benefits of Combining Zoho and Administrative Outsourcing

We scratched the surface of this just a bit in the intro, but diving a little deeper, you have a lot of opportunities to benefit from outsourcing Zoho system admin work. Here are the three areas we think are most notable.

1. You Get a Better Return on Your Zoho Investment

For starters, we know that no business tools, especially systems for your CRM, Accounting, or other specialized applications were easy to implement. We see it very often – businesses have a lot of excitement up front about their new systems, but lose momentum due to lack of expertise. They begin missing out on the many additional features of Zoho that could help them optimize their businesses!

If you’re like most of our clients, the investment in time, resource training, and ongoing maintenance of your systems is not insignificant. However, are the resources in your organization who handle system administration the most qualified? And are you losing any time or efficiency each week simply by having the wrong person in the seat? 

Outsourcing your Zoho administrator duties can help enhance the return on your Zoho investment, and can even help lower your labor costs. Consider the economies of scale you could impact once you have assigned those tasks to the resource who’s best equipped to make your Zoho system thrive.

2. Expert Insight Can Lead to Innovation

It goes without saying that you are the expert in your business. From the products or services you provide, to the processes you use to deliver those to happy clients, you have spent the time learning and understanding what sets you apart. These are the factors making you successful!

Now consider what benefit could be derived from being able to tap into another knowledge base, particularly, a knowledge base with expertise in the Zoho systems you rely on day-to-day. Without having to add to your org’s headcount, you can bring in top-level talent and expertise to help you streamline automations, increase process efficiencies with workflows, templates, and even deeper software integrations. Letting an expert help you admin your Zoho systems means you benefit from another set of adept eyes.

3. You Have One Less Thing to Manage

Hiring a trusted partner to keep an eye on the often out of sight, yet routine, necessities that allow your systems to operate seamlessly, means a ton of management time is freed up! Now you can focus on your core competencies, and avoid the distractions and unanticipated “emergencies” of system maintenance that an outsourced Zoho administrator can ensure is always on track. 

For example, how many times have you missed software notices about integration updates that set your business behind by a few hours, or even a day or more just because a simple function needs attention?  You’ll always be on top of it – mitigating those risks of lost time and productivity – when these tasks are a priority for your administrative partner in Zoho. 

Speaking of agreements, you can also increase the speed and quality of work for outsourced activities. This flexibility is another, sometimes overlooked aspect of a service agreement for administrative oversight. This relates back to having a partner with experience that may be lacking in-house. The right partner will ensure that planning is up to date. They will help you focus your strategy. And  can ensure you get the services or help you need, as you need it. 

How to Find the Right Zoho Partner for Outsourcing Administrative Work

Establish Your Goals & Needs

The very first step in finding the right Zoho admin partner is to detail the needs you have to be outsourced. This includes documenting Zoho processes, product ownership, and maintenance services you require, and how frequently you believe these items require attention. Evaluate with your internal teams and establish agreements before beginning discussions or negotiations with any potential providers. 

Evaluate Potential Zoho Partner Credentials

When you do begin discussions with Zoho Consultants or partners, be sure to find answers to the following:

• Do they cover the applications you use, 
• Do they have working knowledge of any integrations currently in place,
• What sort of plans do they offer (hourly or monthly service options),
• Where are they located, and where are the people performing the work located,
• And what experience do they have helping others like you in your industry?

These questions will naturally open conversations to more detail. This will allow you to gauge whether or not a partner will be able to assist with the needs and goals you outlined.

Selecting the Right Zoho Admin Plan

Consider again the goals and needs you established up front. This will help you select the right Zoho administrator plan. Depending on the size of your business, and the internal depth of expertise in Zoho, you may require  weekly, monthly,  or quarterly assistance. You absolutely have the option to bake that sort of maintenance into your Zoho system administrator requirements agreement or scope of work with the right partner. And if you’re looking for something a little more flexible, some organizations may allow for an hourly flex plan, and/or monthly retainer. 

Finding a Zoho Admin Partner at ZBrains

If you’re here, you may be considering ZBrains as a partner for your Zoho system administrator needs. You’ll find answers to most questions here on our site. However, we believe it’s important to connect in person with every client from the start. This ensures we get the most information from you, and have a greater understanding of your needs and goals. So feel free to contact us any time. 

• ZBrains can help you with Zoho administration – whether your team is 5 or 500 users. If you’re just getting started with Zoho, or you recognize it’s time to take its capabilities to the next level. We have helped clients like you build a strategy for digital transformation and growth with Zoho.
• We have proprietary integrations for Quickbooks and even built a field services and manufacturing ERP called FieldTech. 
• Our teams offer both hourly flex support and a monthly retainer for support services, so you can get the coverage you need.
• All of our talent is US-based, and we’re a Zoho Certified Partner who have been working in this space since 2012.
• ZBrains works with many types of businesses, but we focus primarily on industries such as manufacturing/distribution, construction and field services, and those working in technology or SaaS organizations. 

Ready to discuss Zoho Admin Support with ZBrains? Get in touch today!

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