Administration Operations Glossary

Common Terms Used When Outsourcing Administration Operations Services

In the context of outsourcing, an Accelerator typically refers to a program or service that helps expedite the onboarding and integration of outsourced resources into a client’s operations. It aims to speed up the process of achieving desired outcomes and results.
Administration Support
Administration Support involves providing essential support functions for businesses. This encompasses a wide array of tasks, including clerical duties, data entry, appointment scheduling, and organizational support. By outsourcing administration tasks, businesses can optimize their operations, streamline processes, and focus on core activities, thereby enhancing overall efficiency.
Back Office Operations
Back Office Operations encompass essential support activities within a business that do not directly interact with customers. These functions typically include accounting, human resources, IT support, and administrative tasks. Efficient back-office operations are critical for overall business functionality and productivity.
Back Office
The Back Office refers to the administrative and support functions of a business that are not customer-facing. These functions include accounting, human resources, data management, and other tasks that are essential for the company’s operations.
Business Continuity Planning (BCP)
Business Continuity Planning (BCP) is a proactive strategy aimed at ensuring that core business functions remain operational during and after disruptions. It involves identifying potential risks, developing recovery plans, and implementing measures to minimize downtime. BCP is crucial for safeguarding operations and maintaining customer trust in the face of unexpected events.
Contract Management
Contract Management involves overseeing and ensuring compliance with contracts among involved parties. This encompasses the entire contract lifecycle, from creation and negotiation to execution and monitoring. Effective contract management ensures that all parties meet their obligations, mitigates risks, and enhances transparency in business relationships.
Data Entry
Data Entry is the process of inputting data into digital formats, databases, or information systems. It requires precision and attention to detail to ensure the accuracy and integrity of data. Data entry is a fundamental task in various industries, including data management, research, and administration.
Database Administration
Database Administration is the discipline of managing and maintaining a database system. It includes tasks such as configuring, monitoring, optimizing, and securing databases to ensure efficient data storage, retrieval, and integrity.
Dedicated virtual assistant
A Dedicated Virtual Assistant is a virtual assistant who is exclusively assigned to a single client or organization. They provide administrative, support, or other services remotely, similar to an in-house assistant.
E-commerce virtual assistant
Efficiency Metrics are performance indicators used to evaluate the effectiveness and productivity of business processes. They help organizations identify areas for improvement and optimize operations.
End-to-End Process
An End-to-End Process covers all stages of a task or workflow, from inception to completion. It involves the entire lifecycle of a process, from defining its goals and requirements to executing, monitoring, and evaluating the results. End-to-End processes aim for efficiency and effectiveness by considering every step in the workflow.
Foreign direct investments (FDI)
Foreign direct investments (FDI) A Foreign subsidiary is a company that is partially or wholly owned by a foreign parent company. It operates in a foreign country but is subject to the laws and regulations of the host country.
Foreign subsidiary
Foreign subsidiary Free Virtual Assistant refers to virtual assistant services that are provided at no cost or on a trial basis. These assistants can assist with tasks such as scheduling, research, and data entry.
Geographical Redundancy
Geographical Redundancy involves hosting duplicate, backup operations in multiple geographic locations. This strategy ensures business continuity and data availability, even in the event of a disaster or infrastructure failure.
Global Services Association of Jamaica
The Global Services Association of Jamaica is an industry association representing the business process outsourcing (BPO) and information technology-enabled services (ITES) sectors in Jamaica.
Global Supply Chain Management
Global Supply Chain Management is the coordination and optimization of resources, information, and activities across international supply chains. It involves managing the flow of goods and services from suppliers to customers, considering global logistics, regulatory compliance, and market dynamics.
Hot desking
Hot desking is a flexible workspace arrangement where employees do not have assigned desks but instead use any available workspace on a first-come, first-served basis. It promotes workspace efficiency and flexibility.
Hybrid Model
The Hybrid Model blends traditional office work with remote capabilities, offering employees flexibility in where they work. It optimizes productivity, reduces office space requirements, and accommodates diverse employee preferences, making it valuable for businesses seeking a balanced work arrangement.
Insurance Outsourcing
Insurance Outsourcing involves contracting insurance-related tasks like claims processing, policy administration, and underwriting to external providers. Outsourcing these functions improves operational efficiency, enhances customer service, and allows insurance companies to focus on strategic activities such as risk assessment and product development.
Knowledge Transfer
Knowledge Transfer transitions expertise and information between teams or departments, ensuring continuity, preserving knowledge, and facilitating smooth transitions, particularly in outsourcing contexts. It involves documenting processes and best practices.
Logistics & Transport Outsourcing
Logistics & Transport Outsourcing involves outsourcing logistics and transportation functions, including inventory management, distribution, and supply chain optimization. Outsourcing logistics operations enhances efficiency, reduces transportation costs, and ensures the timely delivery of goods to customers.
Logistics & Transport Outsourcing
Logistics & Transport Outsourcing involves outsourcing logistics and transportation functions, including inventory management, distribution, and supply chain optimization. Outsourcing logistics operations enhances efficiency, reduces transportation costs, and ensures the timely delivery of goods to customers.
Mortgage Processing Outsourcing
Mortgage Processing Outsourcing refers to the delegation of mortgage-related tasks such as loan origination, document verification, and underwriting to external providers. Outsourcing mortgage processing streamlines operations, reduces processing times, and enhances compliance in the mortgage industry.
Network Operations Centre (NOC)
Network Operations Centres are centralized locations where IT professionals monitor client networks and infrastructure. They play a crucial role in ensuring network reliability, identifying issues proactively, and responding to incidents swiftly. NOCs employ advanced monitoring tools to track network performance, detect anomalies, and maintain seamless operations, making them essential for businesses relying on uninterrupted digital services.
Offshoring is the practice of relocating business processes to another country. This strategy is often used to reduce costs, tap into global talent pools, and expand market reach. Offshoring can encompass various functions, including customer support, software development, and manufacturing.
Onshoring is the opposite of offshoring; it involves returning previously outsourced operations back to their original location. This may be driven by a desire to have greater control over processes, enhance quality, or support the local economy.
Outsourced Data Entry
Outsourced Data Entry refers to outsourcing the inputting of data into digital formats, improving data accuracy and efficiency.
Outsourcing is the practice of having certain job functions done outside a company instead of having an in-house department or employee handle them. It offers cost savings, access to specialized skills, and operational flexibility. Outsourcing can include IT services, customer support, human resources, and more.
Performance Analysis
Performance Analysis involves evaluating the efficiency and effectiveness of business operations. It assesses how well processes, systems, and teams are achieving their goals. By analyzing key performance indicators (KPIs) and metrics, organizations can identify areas for improvement and make informed decisions to enhance overall performance.
Records Management
Records Management entails managing and controlling business records and documentation throughout their lifecycle. It includes activities like record creation, storage, retrieval, and disposal. Effective records management ensures data integrity, compliance, and the ability to retrieve essential information when needed.
Scalability refers to the ability to quickly expand or decrease operations based on demand or requirements. It is a critical consideration in IT infrastructure, software, and business processes. Scalable solutions can adapt to changing needs without significant disruptions, supporting growth and flexibility.
Service Level Agreement (SLA)
A Service Level Agreement (SLA) is a contract specifying the service quality and deliverables a provider must adhere to. SLAs outline performance expectations, response times, and penalties for service deviations. They are crucial for establishing clear expectations and accountability in service-based agreements.
Shared Services
Shared Services involve consolidating business operations used by multiple parts of the same organization. This approach streamlines processes and reduces redundancy by centralizing functions like HR, finance, and IT, serving various departments or divisions within the organization. Shared services aim to improve efficiency, cut costs, and provide consistent services across the organization.
Site Redundancy
Site Redundancy ensures business continuity by having backup operational sites in case of disasters or disruptions. It involves replicating critical infrastructure, data, and processes to secondary locations to minimize downtime and maintain service availability during unforeseen events.
Sourcing Strategy
Sourcing Strategy refers to a plan on how to manage sourcing activities and suppliers effectively. It outlines the approach to supplier selection, negotiation, and relationship management, aligning sourcing decisions with organizational goals and priorities.
Supply Chain Outsourcing
Supply Chain Outsourcing includes outsourcing supply chain management functions such as procurement, inventory management, and logistics to optimize supply chain operations.
Third-Party Intermediary
A Third-Party Intermediary is an entity that facilitates the relationship between a service provider and the outsourcing company. It acts as an intermediary in negotiations, contract management, and dispute resolution, ensuring a smooth and productive partnership between the two parties.
Vendor Management
Vendor Management entails overseeing and managing relationships with third-party suppliers and service providers. It involves selecting, contracting, monitoring, and maintaining positive relationships with vendors. Effective vendor management ensures that external partners deliver quality products and services that meet the organization’s needs and standards.
VoIP Administration
VoIP Administration involves managing the set-up, operations, and troubleshooting of Voice over IP (VoIP) technologies. It encompasses activities like configuring VoIP systems, monitoring call quality, and addressing technical issues to ensure reliable and efficient voice communication over the internet
Wholesale Trade Outsourcing
Wholesale Trade Outsourcing involves outsourcing wholesale trade functions, including procurement, inventory management, and distribution. Outsourcing wholesale trade operations streamlines supply chain processes, reduces costs, and ensures the efficient flow of goods to retailers and customers.