There are how-to guides for everything, but art outsourcing defies definition. Over the years, I received questions about ways to outsource, so I went ahead and put together a basic guide. Outsourcing probably still defies definition, but maybe it’ll be a little less confusing.I hope these steps helps you build a great outsourcing process.

1. ASK WHY

Great endeavors begin with a basic premise. Your organization needs a clear reason why it wants to outsource on its digital production.

• Are you looking to save money?
• Is your team drowning in work?
• Do you need access to immediate talent?

Knowing why you want to outsource sets the stage for all your decisions.Some other questions:

• Why is the studio outsourcing?
• How does your team feel about the decision?
• What changes are required to make it work?
• Are you communicating to your team clearly why outsourcing makes sense?

I worked with teams who had no idea why they were outsourcing. It creates internal resistance in production. Not good. Everyone needs to buy into the process.

2. WHO ARE YOU?

• Is your organization fast and loose?
• Or does your team like a highly structured process?
• Are you price sensitive or striving for value-add?
• Understanding how your organization behaves allows you to seek out the right partners to fit your studios unique culture.

CONSIDER THIS: If all you’re looking for is cheap-as-possible save your money, save your time and sanity. Keep your needs in house. Cheap doesn’t mean good. People don’t cost less than software. Trying to detour a fair price is no reason to go halfway around the world.

Here’s some additional pointers:

• Review your cost structure (labor+overhead+management) to determine your actual internal costs
• Benchmark your average time to complete like tasks (use comparison between team members, factor differential between skill, quality and result.)
• Utilizing your internal man-month, model out an outsourcing scenario that compares internal and external costs to get an accurate figure. (BE SURE TO INCLUDE MANAGEMENT CYCLES.)

3. GREAT EXPECTATIONS

• Do you expect your outsourcer to be available 24/7?
• Do you want someone who just ‘follows orders’?
• Do you want a collaborative experience?

Just like dating, knowing whom you want to be with is how you find the right person.In outsourcing, you need to find a team that matches your expectations. Your ideas of quality, delivery, communication and business style are all important. There’s nothing worse than having unfulfilled expectations. The last thing you want is to be let down. Save the heartbreak.

• Write out 5 traits you want in a partner. Select the top-3.
• Using top-3 write out your goals for how outsourcing.
• Compare your top-3 to your financial model and see if they align.

Outsourcing can easily fall off the rails. Plan well from the start. A careful plan, the right team and good communication will get you a great result, and isn’t that the goal?In Part II I’ll focus on the traits of a good outsource manager, internal process reviews the work and the tools of the trade.