Need More Time? How to Find, Train and Profit from a Killer Outsource Team

The number one thing that most professionals and business owners desire more than simply having

Outsource Right=More Time!

Outsourcing and delegating as we all know is the primary way to have “more time”. However, it is often easier said than done, and for folks who have not had a lot of management experience, especially in virtual or even offshore staff, delving into outsourcing can be a nightmare in itself. Common issues from not knowing where to find good people, how much to pay, how to track them, monitor, them, communicate, etc. are all bottle necks. I will admit that outsourcing is an art and all earned skill, it is not easy at first, but there are some important things you can do at the beginning to make it an easier and more successful endeavor, and make it actually grow your business rather than just suck up more of the precious time you already do not have enough of!

So, this is the first installment on how to get started with outsourcing. I am here to help, so if you have questions or comments, please post in the comments section. Also note, that this starters guide is for some common online tasks that need to be outsourced, like designs and such. I will touch on other types of outsourcing in subsequent articles.

First, You Find Them!

Other than knowing exactly what you need from an outsourcer, probably the most important part of having a successful outsourcing experience is writing a proper RFP, or request for proposal.

The RFP is critical in outsourcing because it directly affects the following aspects of your project:

• The type of freelancers you will attract (qualified, experienced, timely, etc.)
• The freelancer’s perception of you as an employer/project manager.
• Accurate, useful bids.
• The time you will spend weeding through unqualified or over-qualified bidders.
• Deliverables – that you receive what you expect and need.

How to Write an Effective RFP for a Successful Project

RFPs can vary from a few sentences, to a few paragraphs or to multiple paragraphs or pages (depending on the project). So let’s focus on writing a proper RFP for typical graphic design projects that will generally be under $500…and some as low as $50 or less.

Step #1 Determine EXACTLY What You Need, Want, and Expect
The biggest mistake businesses owners make when starting the outsourcing process is not knowing what they actually need from their outsourcer. Not understanding what you need is an absolute recipe for disaster and sure-fire way to have a miserable outsourcing experience.

So what do I mean by “know what you want and need?” Do your homework and make sure that you know proper terminology relating to your project, especially when working in an area of web design, coding, etc. You cannot simply post “I want a simple website design that looks similar to  xyz.com.”

What exactly does this mean? Do you want the freelancer to make a design for you and send you a psd file? Do you want them to slice and code it, apply the design, or do you want them to completely develop and build out the site with content, coding, etc.? They need to know what you really want.

You need to know what you need, in order to be able to communicate to the people bidding on your project. Obviously, the more you need, the more it will cost.

Step #2 Communicate Specifically What You Want

After you have figured out what you need and want, you need to communicate it clearly in your RFP.

For banners or display advertising be sure to cover the following in your RFP:

1. How many creatives you need
2. What formats (flash, static, animated)
3. What size/specs (pixel size, file size, frames)
4. If they will all be unique, or the same themes
5. If you provide graphics, or if they need to provide graphics
6. Industry/subject matter
7. When you need them
8. How many mocks/concepts you want
9. That clean source files are required for deliverables
10. That bidders show you 3-4 relevant samples of work, not just a link to their portfolio
11. Budget, if applicable.

RFP’s Guide line for Simple Sales pages/Landing Pages, etc.

1. Examples of style you want
2. If you need a full design or basically a header with nice css and a border around the site
3. If you need more than one layout (landing page, and external page)
4. Subject matter
5. If you need them to provide images
6. If you need a logo as well
7. Do they need to provide just the psd, or do they need to slice it
8. How much coding you expect
9. Do they have to apply the design to an existing site
10. How many pages, if any, do they need to apply content to
11. If you expect any SEO optimization
12. Deliverables (source, etc)

Ask for 3-4 relevant samples of work, not just a link to their portfolio

1. When you need the project completed
2. What their hours need to be, or what yours are as far as collaborating
3. Expect methods of communication
4. Minimum experience level if you want to require coding etc.
5. Budget if applicable (see more details below)
6. Code word (see below)

Step # 3 Setting a Budget

Many freelance sites offer you the option to set a budget. Some people ask, “is it better to leave it open, or set one?” The answer is the one everyone hates – IT DEPENDS!

However, here are a couple rules of thumb.

1. If you want a really quick banner or image manipulation, that is easy to communicate. It will only take the freelancer a few minutes to do, so set a budget for what you are willing to pay. If it is $15, then say $15. If it is $30, tell them. These are low-level projects, and you will not get high-end creative people. However, this type of project should not require the freelancer to even think. just to do what you said in a graphics program, and optimize it and send back.
2. For other projects that are more intense and you know are in a certain range, like $800-$1200, then set that budget. The reason is simple, if you list $200 on a project that is really an $800 project, you will waste your time, and not get any serious bidders. You’ll only get those trying to fake their way into a project and get a couple milestone payouts…and then disappear.
3. Sometimes I will put a budget range for a design project of perhaps $150 – $500. Then with in my RFP, I will re-emphasize the budget amount and tell them it depends on how much of the project they can handle, how fast they can deliver, and their skill level. Remember; never EVER penalize them for being fast and efficient. If you think the project is worth $200, and they can do it in 45 minutes because they are good, vs. another freelancer who may take 8 hours, do not try to dock the pay of the fast one. They are the diamonds you are looking to find for your ongoing relationships!

If you have no idea what you should pay for a certain type of project, then look at other RFP’s to get an idea of bid ranges.

Remember, the more details and instruction you give, the less time it takes the freelancer to complete, the better prices you can demand. As you build a reputation as a webmaster or employer and get feedback from freelancers saying how easy you are to work with, and that you pay quickly…the higher quality bidders and bids you will receive.

As you can see, writing an RFP that will attract quality, affordable, valuable (not cheap) outsourcers is simply about knowing what you need and then communicating the needs to potential bidders.

In summary, outsourcing can be kind of fun if you do it correctly. It does not have to be stressful. Just do not try to get something for nothing, and do not be rude or mistreat outsourcers. Simply say what you need and expect, be realistic, and be decisive and detailed. The goal in every outsource project should be to not only have your need filled quickly and cost effectively but to also build a good relationship so you can add that freelancer to your contact list for future projects. This way, the next time you have a similar need you do not have to spend a lot of time looking…you can go right to them!

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