INSIGHT

5 reasons growing businesses are leveraging outsourced project management 

Gina Garitson • June 30, 2025

Services: Project Management

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As your business grows and evolves, you’re likely juggling more projects than ever before. Whether you’re implementing new software, expanding into new markets, or streamlining operations, effective project management is critical to your success. But here’s the challenge: you might not have experienced project management professionals on staff, or your team members are stretched thin trying to manage projects on top of their daily responsibilities. 

If this sounds familiar, you’re not alone. Many growing companies find themselves at a crossroads where they need professional project management but aren’t ready to hire full-time staff. That’s where outsourced project management is a game-changer for your organization. 

Let’s take a look at the five best reasons you should bring in an outside project management team. 

1. Your team can focus on what they do best 

When your subject matter professionals spend their time coordinating timelines and chasing down deliverables, instead of focusing on their core competencies, everyone loses. Your accountants should be analyzing financial data, not scheduling meetings. Your operations team should be optimizing processes, not managing project communications. 

Outsourced project management allows your internal team to  concentrate on what they were hired to do (and what they do best), while experienced project professionals handle the coordination, communication, and execution of your initiatives. 

2. You avoid the hidden cost of distraction 

Consider this: when you pull your best people away from their primary functions to manage projects, you’re not just losing their project management time—you’re also losing their productivity in their areas of strength. This double impact can significantly affect your bottom line and team morale. 

3. You gain access to proven tools and methodologies 

Growing companies often lack the sophisticated project management tools and frameworks that can make the difference between project success and failure. When you outsource project management, you immediately gain access to: 

• Proven project management methodologies and best practices such as agile and waterfall project management 
• Advanced project management software and dashboards 
• Continuous improvement tools including Lean Six Sigma 
• Documentation templates and standard operating procedures 
• Risk management frameworks 
• Change management practitioners 

These tools and processes have been refined across multiple projects and industries, giving you a significant advantage without the learning curve or investment in new systems. 

4. You get objective, third-party perspective 

When you’re deeply embedded in your business operations, it can be challenging to see the forest for the trees. Internal teams often have blind spots or may be influenced by office politics, existing relationships, or “the way things have always been done.” 

An outsourced project management team brings fresh eyes to your challenges. They can: 

• Identify inefficiencies you might have overlooked 
• Make unbiased recommendations about resource allocation 
• Assess how your teams are currently structured and suggest improvements 
• Delegate tasks to the right people based on skills and availability 

This objectivity is particularly valuable when you need to make difficult decisions about project priorities or resource allocation. 

5. You can achieve better financial outcomes 

While cost savings might seem like an obvious benefit, the financial advantages of outsourced project management go much deeper than simple arithmetic. 

Direct cost benefits 

• No full-time salary and benefits expenses for project management staff 
• Flexible scaling based on project needs 
• Access to blended rates that may be lower than hiring senior-level professionals 

Indirect value creation 

The less tangible, but equally important, benefit is giving your content specialists their time back. When your team can focus on revenue-generating activities instead of project coordination, the return on investment often exceeds the cost of outsourced project management services. 

The transition process is designed for your success 

You might be wondering how the handoff actually works. The transition to outsourced project management typically involves an intensive initial phase focused on knowledge transfer. During this period, BPM will: 

• Conduct comprehensive project discovery sessions 
• Clarify project objectives and ensure they are in support of the business’ mission and long-term strategies 
• Document existing processes and workflows and analyze recommendations for improvement 
• Identify key stakeholders and communication preferences 
• Establish project governance and reporting structures 
• Prepare a comprehensive project plan for approval by key stakeholders 

While this initial phase requires significant input from your team, it’s a strategic investment. Once the knowledge transfer is complete, your internal staff can return to their daily operations while the project management team takes full ownership of execution. 

Managing change and resistance 

It’s natural for some team members to feel resistant to outsourcing project management. They might believe they can handle tasks faster or better themselves. A professional project management team understands this dynamic and works to build trust through transparent communication, consistent delivery, and respect for your company culture. 

Looking ahead: the future of project management 

The project management landscape continues to evolve, with artificial intelligence increasingly handling scheduling, work sequencing, and resource allocation. However, the human element remains irreplaceable, especially in change management and helping people adapt to new processes. 

When you partner with an outsourced project management team, you’re not just solving today’s challenges—you’re positioning your organization to leverage both technological advances and human insight as the field continues to develop. 

Is outsourced project management right for your business? 

Outsourced project management tends to work best for any companies that are: 

• In a growth stage without dedicated project management staff 
• Managing multiple initiatives simultaneously 
• Already outsourcing other business functions like payroll or accounting 
• Looking to coordinate various service providers and internal teams 

If you’re juggling multiple projects while trying to maintain daily operations, or if you find your team constantly pulled away from their core responsibilities, it might be time to consider bringing in professional project management support. 

Ready to focus on what matters most? 

At BPM, we understand the unique challenges growing businesses face when managing complex projects alongside daily operations. Our project management professionals work with companies across various industries to deliver coordinated, efficient project execution while allowing your team to focus on what they do best. 

If you’re ready to explore how outsourced project management could benefit your organization, we’d love to discuss your specific needs and challenges. Contact BPM today to learn more about our project management services and how we can help you achieve your business objectives more effectively.