Avoiding Common Pitfalls: What Can Go Wrong in Co-Sourcing, And How to Fix It

Co-sourcing offers flexibility, speed, and access to global talent, but like any team model, it isn’t immune to challenges. Without proper planning and alignment, hybrid teams can fall into traps that erode performance and trust. The good news? These issues are preventable.

Here are the most common co-sourcing pitfalls, and how to avoid them.

1. Role Confusion

The Problem: When expectations aren’t clearly defined, team members may duplicate efforts, miss tasks, or step on each other’s toes.

The Fix:

• Create a detailed responsibility matrix (e.g., RACI chart)
• Clarify who owns what in onboarding docs and kickoff calls
• Update role definitions as teams evolve

2. Communication Gaps

The Problem: When internal and external team members operate on different rhythms or tools, updates get lost, feedback is delayed, and alignment slips.

The Fix:

• Standardize your communication stack (Slack, Notion, Zoom, etc.)
• Hold regular syncs and use async check-ins between meetings
• Document everything important, and make it easy to find

3. “Us vs. Them” Mentality

The Problem: Treating external contributors as outsiders can foster isolation, resentment, and low engagement.

The Fix:

• Invite co-sourced team members to team meetings and culture rituals
• Use inclusive language (e.g., “our team” instead of “the vendor”)
• Celebrate wins and milestones together

4. Misaligned Success Metrics

The Problem: Internal teams may optimize for strategic goals while external partners focus on output volume or SLA metrics.

The Fix:

• Set shared KPIs that reflect quality and impact, not just speed
• Use transparent dashboards to track progress together
• Include external contributors in planning and retrospective cycles

5. Incomplete Knowledge Transfer

The Problem: When documentation is siloed or tribal knowledge isn’t shared, contractors struggle to perform at full capacity.

The Fix:

• Assign onboarding buddies for key functions
• Encourage screen recordings for complex processes
• Store SOPs, style guides, and key decisions in one accessible place

Conclusion

Co-sourcing works best when hybrid teams operate as one. The obstacles are real, but so are the solutions. With clarity, consistency, and cultural inclusion, organizations can unlock the full potential of integrated teams, without the friction.