Outsourcing Website Management: Why & How it's Done [2024]

Outsourcing Website Management: Why & How it's Done [2024]

Let's do some math.

Maintaining your website in-house likely costs around $4,000 per month if you have one dedicated expert handling all the work.

Now multiply that by the number of experts you currently employ for web maintenance and upkeep. It adds up quickly, doesn't it?

What if you were to outsource website management tasks instead?

According to WebFx, the average cost of outsourcing maintenance for a small to medium-sized business website is approximately $500 per month—a fraction of the in-house cost.

Why does this matter for you and your business?

In this article, we’ll explore why you should outsource website management, how it works, and why it makes sound financial sense for your business.

What Most Website Management Articles Won’t Tell You

Many articles about website management focus solely on the cost savings and process details of outsourcing.

But few explore the most important consideration—how an outsourced provider can help you achieve your larger business goals.

Effective website management is more than just keeping your site updated and online. It's about ensuring:

  • Your website grows with your business
  • Attracts the right people
  • Shows off what you sell
  • Helps you meet your goals

When you work with people who know how to do this, they do more than update your site. They give you smart advice on improving it so you can make more money in new ways.

Unlike working with just one freelancer or someone on your team, big website management companies look at the big picture. They use data and know the latest in web design, how to get found on Google, and how to make your site easy for people to use—a true strategic partnership.

A Forrester study shows that strategic partnerships contribute an average of 28% of revenue for high-maturity companies.

So, before you let someone else take over the job of keeping your site running, think about how a team that knows the ins and outs of website management can help with your big picture.

The right partnership will make a huge difference in attracting and keeping customers through your website.

The Biggest Problems with Outsourcing Website Management

Outsourcing website management has many strategic and financial benefits, but it has some potential downsides.

Being aware of these common pitfalls and challenges in advance, you can take steps to avoid or mitigate them with the right provider partner and agreements.

1. Security Concerns

Entrusting an external partner with the upkeep of your website means sharing sensitive information and access credentials. 

This could potentially expose your business to cyber threats.

If your business operates in a regulated industry, failing to ensure that your outsourced partner complies with relevant laws and standards (like GDPR or HIPAA) could result in legal and financial penalties.

Before hiring an outsourcing firm, assess their security protocols, certifications (such as ISO 27001 or SOC 2), and track record. Ask for references or case studies that demonstrate their commitment to security.

2. Difficulty Finding the Right Partner

The website management market is full of freelancers and agencies. However, finding an optimal partner who truly matches your needs can be difficult.

For example, small web design companies might make good-looking websites but lack the SEO expertise to drive traffic and convert visitors.

Big companies might have many tools and people to help, but they might not pay much attention to you if you're not one of their biggest customers.

Also, cost is a significant factor in the decision to outsource. Finding a partner who offers transparency and fair pricing without hidden fees can be challenging. Balancing affordability with quality services will require diligent research and negotiation.

Growmodo directly addresses these concerns. We offer an all-inclusive monthly subscription to provide a comprehensive solution for your website needs. You know exactly what you’re paying each month, with no surprises.

In addition, Growmodo ensures you receive focused attention regardless of your company's size. A dedicated team works on your project, ensuring every aspect of your website management is handled carefully.

Schedule a 15-minute discovery call to learn how we can help meet your website management needs.

3. Quality Control Issues

There's always a risk that the outsourced team might not meet your expectations or the standards you would get from someone more directly invested in your company.

Also, if the outsourcing company tries to handle too many projects simultaneously, they might rush through tasks, leading to mistakes or work that's just "good enough."

Why Outsource Website Management

Deciding to outsource website management is a strategic move that, when done right, pays off in the short and long term.

Before getting into the “how to” details, let's look at why outsourcing your website management makes sense from multiple angles.

1. Cost Efficiency

One of the most compelling reasons to outsource website management is its significant cost savings. 

The costs quickly add up when you compare the expenses associated with maintaining an in-house team —  salaries, benefits, ongoing training, and the latest technology tools.

For example, hiring one dedicated, senior-level website manager at $80,000 annually already exceeds the cost of maintaining a high-end custom ecommerce website (approximately $60,000 annually).

Source: WebFx

Also, outsourced teams work on a project or retainer basis, meaning you only pay for the services you need when you need them. This flexible pricing model makes it easier to budget and plan for expenses. 

Additionally, because these teams work with multiple clients, they offer competitive rates due to economies of scale, passing on the cost benefits to you.

Outsourced website management also provides access to an expansive team of experts in various disciplines without having to individually source and pay for niche talent.

For example, when you sign up with Growmodo, you get access to designers, user experience (UX) specialists, and developers with different skills under one package.

This arrangement means you're not just hiring an individual with a narrow focus. You're gaining a team covering various website management aspects — web design, development, SEO optimization, and technical support.

2. Access to Expertise

When you outsource, you're not limited to the skills of a single individual or the collective knowledge of an in-house team. 

Instead, you gain access to a curated team of professionals, each specializing in different aspects of website management. 

Finding one decent in-house web administrator with general capabilities is difficult enough. Now, imagine trying to hire and pay specialists in each subdomain.

Even large organizations with ample budgets struggle to compile well-rounded web teams.

You also benefit from the latest technologies and tools without your business needing to invest in expensive software or training.

Outsourced teams bring their resources to the table. They have advanced development frameworks, SEO tools, and analytics platforms.

For example, the pricing for the Adobe Experience Manager (AEM) content management solution for building websites, mobile apps, and forms starts at $30,000 annually. Add extensive implementation services required for customization, and you easily exceed six figures annually, factoring in specialist salaries to operate it.

You can leverage AEM's powerful capabilities without direct financial investment by outsourcing website management to a team that already utilizes Adobe Experience Manager.

3. Focus on Core Business Activities

Most companies' competitive advantage and revenue generation are tied directly to internal product research, development, and sales — not web administration.

When outsourcing website management, you delegate a crucial yet non-core function to external experts.

This delegation frees up your team to focus on:

  • Product development
  • Customer service
  • Sales strategies
  • Market expansion

Also, by outsourcing website management, you can scale your operations up or down quickly without the constraints of managing additional staff or resources internally. 

4. Scalability

As your business grows, so does the complexity and volume of website management tasks:

  • Expanding the content
  • Incorporating new functionalities
  • Handling increased traffic
  • Improving security measures

Scaling operations with an in-house team requires significant investment in hiring, training, and possibly upgrading physical infrastructure.

Outsourced teams can quickly adjust their level of support to meet these evolving needs.

Also, many businesses experience seasonal fluctuations in demand, which affects website traffic and workload. 

An outsourced website management team can adjust resources accordingly, ramping up during peak seasons to ensure optimal website performance and scaling back during slower periods to reduce costs.

5. Improved Website Security

According to Experian, 60% of small businesses go out of business within six months of a cyber attack.

Outsourced website management teams specialize in the latest security protocols. They are experienced in defending against cyber threats. 

These experts continuously update their knowledge and skills to combat new vulnerabilities, ensuring your website benefits from the most current security measures.

At Growmodo, our experts undergo a Webflow assessment every three months to ensure they're up to date with the latest security features and best practices specific to Webflow websites.

This constant vigilance means that any potential threats are identified and mitigated quickly, often before they cause significant damage.

6. 24/7 Monitoring and Support

Websites demand around-the-clock oversight to ensure consistently smooth visitor experiences. 

The advantage of round-the-clock support is not just in identifying issues but in resolving them swiftly.

For instance, if there’s a server outage, a broken link, or a security threat, corrective action is taken at any hour, minimizing downtime and preserving your website's integrity.

Knowing that your website is monitored and supported 24/7 brings you peace of mind. 

7. Faster Implementation of New Features and Updates

Internal teams lack specialized skills or are bounded by lengthy IT approval processes for assessing business impact.

Needed changes never actualize or take months for packaging, testing, and rollout.

Outsourced teams are often proactive. They recommend and implement improvements based on emerging trends and technologies.

For example, leading WordPress developers consistently integrate new open-source functionality released for enhanced content flexibility, security protections, speed optimizations, and user personalization. 

They activate these improvements using pre-approved frameworks instead of reactive waiting.

With dedicated project managers overseeing the implementation of new features and updates, outsourced teams ensure that changes are executed within agreed timelines and budgets.

How To Outsource Website Management

Like any business initiative, adequate planning ensures you maximize ROI long-term.

The following key steps reduce implementation friction, uphold security standards, and streamline operational transition.

Step #1: Define Your Website Management Needs

Step #2: Research Potential Partners

Step #3: Evaluate Portfolios and References

Step #4: Request and Review Proposals

Step #5: Conduct Interviews

Step #6: Discuss and Finalize Contract Terms

Step #7: Plan the Transition

Step #8: Establish Communication Protocols

Step #9: Monitor and Review Performance

Step #1: Define Your Website Management Needs

Designed by rawpixel.com

This foundational step ensures you seek services that perfectly match your business objectives, budget, and operational requirements.

Identify the range of services you need. Do you require comprehensive website management, including content creation, SEO, security monitoring, and technical maintenance?

Or are you looking for specific services such as website redesign, performance optimization, or e-commerce integration? Clearly defining the scope will help you target the right outsourcing partners.

At this stage, also determine your budget for website management services. Having a clear budget in mind helps you make informed decisions when comparing proposals and ensures that outsourcing remains cost-effective for your business.

Expert Tip: Create a checklist of all your required services and categorize them by priority. This will help you and potential partners understand the must-haves versus nice-to-haves.

Don’t forget to consider your internal resources and capabilities. Understand what tasks you can handle in-house and where you need external support to identify the gaps an outsourcing partner can fill.

Step #2: Research Potential Partners

This stage involves gathering information about various service providers, evaluating their expertise, and shortlisting candidates that align with your business goals and budget.

To find partners, use the following:

  • Online Searches: Utilize search engines to find website management companies. Use keywords related to your needs, such as "ecommerce website management services" or "SEO-focused web management firms," to narrow your search results.
  • Industry Forums and Websites: Explore forums and websites related to web development, digital marketing, and business technology. These platforms often feature discussions, reviews, and recommendations for outsourcing services.
  • Business Referrals: Ask for referrals from your business associates, partners, or industry contacts. Personal recommendations will give you valuable insights into the reliability and performance of potential outsourcing partners.

Review each potential partner's experience and area of specialization.

Verify that the providers offer the full range of services you're looking for. Some firms may specialize in specific areas like SEO or security, while others offer comprehensive website management solutions.

Step #3: Evaluate Portfolios and References

Once you've shortlisted potential outsourcing partners based on your research, the next step is to look into their qualifications. Evaluate their portfolios and check references.

Examine the quality of the websites in their portfolio. Look for design aesthetics, functionality, user experience, and how well these aspects align with what you envision for your website.

Growmodo portfolio

Evaluate their use of technology, paying attention to the platforms, content management systems, and coding languages they've worked with. 

Ensure their technical skills match the requirements of your website.

Finally, assess how well their portfolio reflects current web design and development trends. 

A partner that stays up-to-date with the latest innovations will help keep your website competitive.

Step #4: Request and Review Proposals

At this stage, solicit detailed plans and quotes that outline how each potential partner would address your website management needs, their approach, and the costs involved.

Start by sharing a comprehensive brief of your website management needs. It should have the specific goals you came up with in step #1, as well as challenges and expectations. 

This information ensures that the proposals you receive are tailored to your exact needs.

Establish a reasonable deadline for proposal submissions to test their responsiveness. This will help manage the selection timeline and demonstrate the time management skills of each potential partner.

When reviewing the proposals, look for the following:

  • Examine each proposal for a clear outline of the services offered. Ensure that the scope of work matches your needs.
  • Look for an explanation of their working process. How do they plan to tackle your project, manage tasks, and communicate updates?
  • Review the pricing details provided, checking for transparency and alignment with your budget.
  • Assess the proposed timeline for implementing services and achieving key milestones.
  • Some proposals may reference specific portfolio examples relevant to your project. Revisit these examples, focusing on how similar challenges were addressed.
  • Pay attention to any client testimonials included within the proposal. 

Step #5: Conduct Interviews

This stage allows for a more in-depth discussion about how each potential partner plans to manage your website.

Prepare a list of questions that cover all aspects of the project and partnership.

Include inquiries about:

  • Their team structure
  • Specific tools and technologies they use
  • How they handle challenges and changes
  • Examples of past projects similar to yours

Pay close attention to how effectively they communicate. Good communication is crucial for managing projects remotely.

Also, inquire about the team managing your website. Will you be assigned a project manager or communicate with different team members?

Document key points, insights, and your impressions during the interview. 

These notes will come in handy when making your final decision.

Step #6: Discuss and Finalize Contract Terms

After identifying a preferred provider, the next step is to discuss and finalize the contract terms. 

This is where both parties clearly understand the expectations, deliverables, costs, and legal protections before formalizing the partnership.

Key contract elements to discuss include:

  • Scope of Work: Clearly define the services, including detailed descriptions of tasks, project milestones, and expected outcomes. 
  • Pricing and Payment Terms: Specify the pricing structure for the services, whether it's a subscription, fixed fee, hourly rate, or retainer-based model.
  • Timeline and Deadlines: Outline the project timeline, including the start date, key milestones, and completion dates. 
  • Confidentiality and Data Protection: Include clauses that protect your company's confidential information and ensure compliance with data protection regulations.
  • Intellectual Property Rights: Clearly state the ownership of any intellectual property created during the project. Typically, the client retains ownership of all website content, design, and code developed.
  • Termination Clause: Define the conditions under which either party can terminate the contract. 
  • Dispute Resolution: Outline the process for resolving any disputes that may arise, including the jurisdiction and legal framework that will govern the contract.

Expert Tip: Consider consulting with a legal professional to review the contract terms, especially for complex projects or when dealing with international partners.

Step #7: Plan the Transition

A well-structured transition plan ensures a smooth handover. It also minimizes disruptions to your website's operation and sets the stage for a successful partnership.

Compile a comprehensive list of all website-related assets, like:

  • Domain information
  • Hosting details
  • Content management system (CMS) access
  • Third-party services or tools used

Determine the level of access and permissions your outsourcing partner will need.

Set up accounts or credentials for them. Ensure they have the necessary permissions to manage your website.

Schedule sessions between your team and the outsourcing partner to transfer knowledge about your website's current setup, ongoing projects, and any specific challenges or requirements.

Step #8: Establish Communication Protocols

Clear and effective communication increases productivity by as much as 25%.

Select the tools and platforms for daily communication, project updates, and meetings. 

Options include email, project management software (like Trello, Asana, or Slack), and video conferencing tools (Zoom or Microsoft Teams). 

The tools should support easy document sharing, feedback, and real-time discussions.

Agree on how often you will receive updates on website management tasks — daily check-ins for active projects and weekly or monthly reports for ongoing maintenance.

At Growmodo, we simplify this for you as we have systems already in place. We use Asana, where your project manager updates you weekly on the progress of the maintenance work.

Ensure also to implement a system for documenting changes made to the website and any key decisions taken.

Step #9: Monitor and Review Performance

To ensure the outsourcing partnership effectively meets your needs, continuously monitor and review their performance.

Identify specific KPIs related to website management, such as website uptime, page load speed, SEO rankings, traffic growth, conversion rates, and content update timelines. 

These indicators should reflect your website's objectives and be measurable to track performance accurately.

Two, establish baseline metrics and set realistic targets for improvement. These serve as a reference point for evaluation.

Setting clear metrics, conducting regular reviews, and being open to adjustments can maximize the benefits of outsourcing website management.

What To Consider In A Website Management Provider

Finding a partner that aligns with your specific needs, goals, and budget requires careful consideration.

The right provider ensures your website is always up-to-date, secure, and functioning optimally. They will also support your business's growth by adapting to changing needs and incorporating the latest trends.

Keep these key considerations in mind when choosing a website management provider:

Consideration 1: Experience and Expertise

Providers with experience in your specific industry will better understand your business's unique needs, challenges, and regulatory environment.

They can offer insights and solutions tailored to your target audience, helping you stand out in your sector.

Ask yourself these questions when considering a provider:

  • How familiar are they with your industry?
  • What is their experience with similar businesses?
  • Do they understand the regulatory requirements specific to your industry?
  • How do they address industry-specific challenges?
  • Can they adapt strategies to meet your business's unique needs?
  • How do they stay updated with industry trends and changes?

Consideration 2: Communication and Support

A provider’s ability to offer clear, timely communication and robust support directly impacts the efficiency of managing your website.

  • How quickly does the provider respond to inquiries, issues, or requests for changes?
  • What channels of communication does the provider offer?
  • Does the provider commit to regularly updating your website’s performance, ongoing tasks, and issues resolved?
  • Is there a dedicated account manager or contact person assigned to your account?

Also, consider the provider's support hours and availability, especially if they are in a different time zone.

Consideration 3: Cost and Contract Flexibility

Seek providers that offer clear, upfront pricing. 

Understanding all costs involved, including any setup fees, monthly or annual service fees, and charges for additional services, helps avoid surprises.

Next, compare the cost against the scope of services provided. The cheapest option isn’t always the best.

Ensure the provider can customize their services and pricing to match your specific needs.

Expert Tip: Opting for a monthly subscription model offers numerous advantages, particularly in terms of cost predictability.

Growmodo offers a unique and transparent subscription service. You get charged a flat monthly rate of $295 per month.

NOTE: The Maintenance Plan is specifically designed for websites created and/or previously managed by Growmodo under an All-Inclusive plan. To learn more, schedule a discovery call with us.

This model ensures that you have dedicated professionals addressing your website's needs and provides a clear, predictable pricing structure.

Consideration 4: Client References and Reviews

Client satisfaction level helps you gauge the real-world effectiveness of the provider’s solutions and the strength of their client relationships.

Ask the provider for client references, specifically those with projects similar to yours in scope or industry.

Also, inquire about the length of the client-provider relationship. Long-standing relationships are a positive indicator of consistent service quality and client satisfaction.

You can also utilize review sites. Websites like Clutch, Trustpilot, or Google My Business aggregate reviews and ratings for service providers. These platforms offer unbiased insights into the provider's performance across a broader client base.

Consideration 4: Security Measures

With regulations like GDPR and CCPA, check if the provider is knowledgeable and compliant with data protection laws relevant to your business.

Another thing is to verify that the provider has robust data backup and recovery procedures to prevent data loss.

Lastly, inquire about the provider’s policies on access control. Understand who has access to your website’s backend and how those permissions are managed.

How Much Does It Cost To Outsource Website Management?

The cost to outsource website management varies widely depending on several factors, such as:

  • The scope of services
  • The size and complexity of your website
  • The expertise of the provider
  • The geographic location of the service provider

Prices range from $ 50 to $ 500 monthly for small websites that require basic updates, security checks, and uptime monitoring.

For medium to large businesses with more complex needs, such as SEO, content updates, technical support, and advanced security measures, expect costs to range from $500 to $5,000 monthly or more.

Why Using Growmodo Makes Web Management Easier

Here’s why opting for Growmodo’s all-inclusive design and development subscription service can make web management easier and more efficient for your business:

One—We offer on-demand access to a wide range of talent, including designers and developers. You can address all your web management needs under one roof, eliminating the need to engage multiple freelancers or agencies for different tasks.

Two—at a flat rate of $1795 per month for one talent, you can access an all-inclusive service covering design and development. This model provides a predictable cost without the overhead of hiring full-time employees.

Growmodo transparent pricing

Three—when you sign up with us, we assign you a project manager who facilitates communication between you (or your team) and the talent (developers, designers). This centralized communication streamlines the process. We provide daily updates through Asana or weekly reports for website maintenance.

Parting Advice for Outsourcing Website Management

Giving control of your website to someone outside your business might feel like losing power.

However, if you choose the right company to manage your website, you’ll get much better results than you could achieve on your own with limited time and people.

So, it's important to carefully pick who you work with and understand how they can help. 

Outsource Your Website Management with Growmodo Today

As we've explored, finding the right website management partner unlocks strategic value for your business.

Growmodo's proactive project management approach is a game-changer for businesses seeking a recruitment alternative. 

We offer the unique flexibility to switch between different skill sets—a designer one day or a developer the next—based on your evolving project requirements.

So, don't let the complexities of website management hold your business back.

Book a call with our team today and discover how we can transform your website management experience, freeing you to concentrate on growing your business.