How To Track The Performance Of Outsourced Staff

One of the biggest concerns business owners have when outsourcing is the lack of visibility. The fear of wasted resources or unmet expectations often holds companies back from outsourcing altogether.

The good news is that tracking the performance of outsourced staff is simpler than most think. With the right systems and tools, you can monitor productivity, ensure accountability, and build a culture of trust and results no matter where they are in the world.

In this article, we’ll explore the most effective ways to track remote staff performance and productivity.

How to track staff productivity

Whether you’re managing one virtual assistant or an entire department, having the right tools in place gives you clarity on output, timelines, and overall performance. Here are three things you can use to track staff productivity:

Time tracking tools

Time trackers help you understand how your remote staff spend their work hours and what tasks they’re focusing on. Here are some of the most popular time tracking tools: 

• Time Doctor: Records screen, app, and website usage and delivers in-depth reports, which suit roles like VAs and freelance devs that need close supervision.
• Hubstaff: Includes GPS tracking, scheduling tools, and payroll/invoicing integrations on top of core monitoring, perfect for field teams and leaders who want to cut paperwork.
• Toggl: Offers a simple start/stop timer by project or client without any invasive tracking, ideal for teams that value output over screen minutes.

Project management platforms

Project management tools are essential for organizing work, assigning responsibilities, and monitoring progress—all in one place. Here are some of the most used platforms:

• Asana: Offers a structured task management experience with options for recurring workflows and team collaboration.
• Trello: Uses visual boards and drag-and-drop cards, making it intuitive and perfect for teams who prefer a more flexible, visual approach.
• ClickUp: Combines task management with document sharing, time tracking, and customizable dashboards, making it an all-in-one platform for fast-moving teams.
• Jira: Popular among software development teams due to its sprint-based tracking and agile support.
• Monday.com: Provides clean visuals and customizable workflows that work well across departments.

Communication tools

Strong communication is the backbone of any successful remote team. While task tracking tells you what’s being done, communication tools give you insight into how your team is staying aligned on priorities.

• Slack: Excellent for quick updates, async conversations, and real-time collaboration, especially when integrated with tools like Google Drive or Trello.
• Microsoft Teams: Combines chat, file sharing, and video conferencing in a single platform. It works seamlessly for companies already using Microsoft 365.
• Google Chat and Google Meet: Integrated with Google Workspace, they’re ideal for fast check-ins, daily stand-ups, and offers instant access to shared calendars and files.

How to track staff performance

Tracking performance effectively starts with setting clear KPIs. Every outsourced role contributes differently to your business, so applying the same set of KPIs across the board won’t give you accurate insights. 

It’s important to define what success looks like based on each team member’s responsibilities, deliverables, and influence on the company’s goals. Here’s how you might define success across different outsourced roles:

Role	KPI Type	Example KPI
Customer support	Output-based	Tickets resolved per week
	Quality-based	Customer Satisfaction (CSAT) score
	Timeliness	Average first response time
Sales development	Output-based	Number of qualified leads generated
	Quality-based	Conversion rate from cold outreach
	Timeliness	Lead follow-up within 24 hours
Marketing	Output-based	Articles published per month (SEO-optimized blog posts)
	Quality-based	Campaign ROI
	Timeliness	Number of campaigns launched on schedule
Design and creative	Output-based	Design assets delivered per sprint
	Quality-based	Average client/internal feedback score on design quality
	Timeliness	On-time delivery rate of design assets
Virtual assistant/admin	Output-based	Timely completion of recurring tasks
	Quality-based	Calendar-management accuracy rate
	Timeliness	Number Percentage of tasks completed on time

Best practices for remote staff motivation

Motivating outsourced teams isn’t just about productivity—it’s about making people feel valued, trusted, and part of something bigger. The more connected they feel, the more invested they’ll be in the work.

Create a culture of recognition

Recognition and appreciation aren’t just a feel-good perk—it’s a smart business strategy. According to Gallup’s survey, 52% (28% from managers, 24% from the CEO) of employees remember recognition from a high-level leader. This drives employees to work harder and bring more to the table.

Here’s how to make recognition meaningful and consistent for your remote team:

• Acknowledge good work publicly—whether it’s a shoutout in Slack, a mention in a team meeting, or a thank-you email.
• Celebrate milestones like project launches, hitting KPIs, or even work anniversaries to build a sense of belonging.
• Use small incentives like e-gift cards, bonus time off, or learning credits to reward consistent performance.
• Make recognition a habit, not a once-in-a-while event. 

Offer growth opportunities

Training and development are essential to retaining and engaging high-performing teams. 63% of employees say a lack of advancement opportunities was the main reason they quit. 

Here’s how to support professional development in a remote setup:

• Support professional development by giving your team access to relevant courses, certifications, or workshops that enhance their current role or prepare them for more responsibility.
• Encourage leadership by letting them take the lead on mini-projects, present their ideas to stakeholders, or guide onboarding for new contract hires.
• Develop simple career roadmaps that highlight how consistent performance can translate into higher-tier roles or leadership opportunities.

Set clear expectations and communicate often

When remote staff know what’s expected, they can prioritize more effectively, avoid duplication, and stay focused on what matters most. It also helps prevent unnecessary back-and-forth, which is critical when working across time zones.

Here’s how to keep communication clear and expectations aligned with your outsourced team:

• Check in regularly to align on priorities, unblock tasks, and offer support.
• Give feedback in real time, not just during formal reviews—small course corrections make a big difference.
• Make it a two-way conversation by asking for their input and ideas, not just updates.

How to conduct effective performance reviews

Performance reviews aren’t just about checking boxes—they’re a chance to reflect, realign, and grow. For remote teams, they help maintain momentum, reinforce expectations, and show your commitment to their long-term success.

Here’s how to run performance reviews that are clear, constructive, and worth everyone’s time:

1. Have a consistent review schedule

Start by choosing a cadence that fits the nature of the role. Monthly reviews work well for new hires or fast-paced positions, while quarterly or biannual reviews are ideal for longer-term roles with steady output. What matters most is consistency. 

Reviews should be planned, not reactive. When done regularly, they become part of the workflow and help prevent performance issues before they start.

2. Use a simple, structured format

Keep the format focused and predictable. Begin by highlighting recent wins—whether that’s a project delivered on time, KPIs exceeded, or positive feedback from a client. 

Then, address areas that need improvement. You have to define what success looks like in the next review period, and identify what kind of support or resources they may need to get there.

3. Add 360-degree feedback when needed

For roles that involve teamwork, cross-functional collaboration, or client interaction, 360-degree feedback can be a powerful addition. It gathers input from peers, managers, and collaborators to create a more balanced view of performance. 

Keep the process simple—short, anonymous surveys with a mix of scaled ratings and open-ended questions work best. Emphasize that this feedback is meant for development, not evaluation. Ideally, repeat this process once or twice a year to track growth and strengthen team dynamics.

4. Always tie it back to KPIs and growth

Performance conversations should always come back to the metrics that matter. Use tracked KPIs to guide the discussion—what goals were met, which ones fell short, and what changed over time. 

From there, connect the dots to growth opportunities. Whether that means upskilling, taking on more responsibility, or preparing for a leadership role, the review should always end with a clear path forward.

Track performance and productivity better

Tracking outsourced staff doesn’t require micromanagement. It requires clarity, consistency, and the right systems. With the right tools, role-specific KPIs, and regular feedback, your remote team can operate with the same precision and accountability as any in-house team—if not better.