In modern businesses, opportunities often emerge from the pursuit of efficiency and growth. These opportunities are more attainable than ever for small- and medium-sized enterprises or SMEs, thanks to a growing trend: outsourcing graphic assets.

As SMEs aspire to scale their operations and enhance their market presence, they discover a new pathway through outsourcing, which offers cost-cutting solutions and new levels of efficiency and agility.

A cost-effective alternative to traditional hiring, outsourcing makes companies more flexible by engaging freelancers precisely when their expertise is needed, without the burden of full-time staff costs.

Still, if you want to outsource graphic design, you need to consider the best practices and potential pitfalls you must avoid to succeed. This article helps you achieve just that.

The Dos:

1. Do practice due diligence.
Consider outsourcing the same as recruitment. You need to make sure that the freelancers you choose meet your requirements.

Start by scrutinizing their skills. Are they well-versed in the specific areas of graphic design that matter to your company?

Consider composition, branding, layout, typography, and color theory. Your ideal collaborator should be proficient in these elements.

Depending on your project requirements, you must assess their technical skills, particularly in coding (CSS, HTML, etc.). This is crucial if your graphic design work involves web elements.

Beyond technical prowess, delve into soft skills like time management, communication, problem-solving, teamwork, and an analytical mindset. These attributes contribute to a smooth collaborative process.

2. Do set clear objectives.
When outsourcing, you need to have clear goals in mind. Otherwise, you risk causing misunderstandings, delays, and frustration.

Start by identifying what you want to achieve through outsourcing graphic design. Specificity is key. Consider the following goals related to graphic design:

● Quality-Related KPIs: Define key performance indicators (KPIs) that measure the quality of graphic assets, such as adherence to brand colors, fonts, and style guide requirements.
● Resolution and Format: Specify the resolution and format requirements for graphics according to your technical specifications.
● Naming Conventions: Request that files use standardized naming conventions to simplify organization and retrieval.
● Archiving: Decide whether graphics and source files should be archived for future use.
● Revision Limits: Establish the number of revisions allowed for each project to prevent endless back-and-forths and maintain project timelines.

3. Do establish effective communication.
Your outsourcing partner must be well-informed about your expectations, preferences, and project details to achieve your desired results. Effective communication connects your vision with their creative expertise. For this, you need to provide:

● Detailed briefs
● Preferred references
● Clear timelines

You must also be clear when it comes to the number of revisions you need from your offshore graphic designer. You can also provide them with a compilation of feedback they can reference if you’ve worked with other freelancers before.

If you’re outsourcing work overseas, you must also ensure that you tackle the matter of time differences by setting schedules during overlapping hours, using collaboration tools, and providing regular updates and communication protocols.

The Don’ts:

4. Don’t forget to review portfolios.
Much like evaluating a job applicant’s past work experience, review the outsourcing partner’s portfolio. Look for projects that resonate with your needs and goals.

A portfolio is a tangible showcase of an outsourcing partner’s past work, providing insights into their skills, creativity, and experience.

Scrutinize the quality of assets showcased in the portfolio. Assess whether the design style aligns with your company’s branding and objectives.

Also, pay attention to how responsive and detail-oriented the potential partner is. A partner who values clear communication and pays attention to the finer details is more likely to deliver on your expectations.

5. Don’t overlook legal and contractual details
A verbal agreement is like a house of cards — it can be fragile and susceptible to misunderstandings. You need a written contract to fortify your outsourcing collaboration.

A contract lets you have two things:

● Clarity: A contract spells out all the project details in black and white. It leaves no room for ambiguity or assumptions, ensuring that both you and the designer are on the same page.
● Protection: Business can be unpredictable, and disputes can arise. A contract serves as your legal shield, offering protection and recourse in case of disagreements or unforeseen circumstances.

Here are the important clauses you need to include in your outsourcing contract:

● Scope of work
● Budget and payment terms
● Timeline
● Ownership of designs
● Confidentiality and non-disclosure
● Revisions and changes
● Termination clause
● Dispute resolution
● Force majeure

6. Don’t ignore cost management.
How much is outsourcing? The answer to this question can vary. After all, outsourcing isn’t a one-size-fits-all solution.

Still, it pays to understand the true cost of outsourcing graphic assets. Consider this comparison:

Imagine your company has the potential to earn an additional $100,000 in gross profit next year by offering website design and logo services to clients.

Hiring a full-time graphic designer at a salary of $50,000 comes with additional expenses, including benefits. This can amount to a minimum of $62,000 in total costs, reducing your net profit to $38,000.

On the other hand, outsourcing offers a more flexible and potentially cost-effective approach. If you hire a freelancer at an hourly rate of $40, the cost varies based on workload.

At $40 per hour, you’d pay freelancers a total of $3,600 for that month’s work. In contrast, a full-time, in-house designer for the same workload would cost $6,400.

Balance Is Key
Informed and strategic outsourcing decisions can be the catalyst for SMEs seeking cost-effective solutions and creative excellence.

Maintain a balanced approach to outsourcing to ensure your company’s vision and the talent provided by your outsourcing partners align harmoniously.