How to Keep Quality High When Working With External Specialists

Growing your agency or brand? Bringing in external talent gives you more flexibility, more expertise, and way fewer hiring headaches.

But let’s be honest—the biggest worry?

Making sure the work actually meets your standards—not some rushed mess that looks like a sleep-deprived intern threw it together with 2007 clipart. 😬

Here’s the thing: outsourcing doesn’t mean lower quality. In fact, you can get the same high-quality work from external specialists as you would from an in-house team.

The secret? It’s not just about handing off tasks. It’s about finding the right people, setting clear expectations, and keeping quality high over time—basically the same way you’d build a great in-house team.

Here’s how to ensure top-notch work every time:

1. How to Choose the Best External Specialists for High-Quality Work

Not all external providers are created equal. Some are gold, others… not so much.

Before hiring, do your research and look for:

✅ A proven track record in your industry

✅ Authentic client reviews (not ones that sound like their mom wrote them)

✅ A portfolio that meets your quality standards

The right external team makes work seamless, efficient, and actually enjoyable. The wrong one? A guaranteed headache.

2. How to Onboard Your Remote Team for Better Results

Don’t leave your team guessing. Ever.

Treat your external professionals like a true extension of your own team. The more they understand your brand, style, and processes, the better the outcome.

✅ Share your brand guidelines

✅ Provide examples of past work you love

✅ Clarify your preferred tools & workflows

This isn’t micromanaging—this is setting them up for success.

3. How to Write an Effective Project Brief for External Specialists

Brief like a pro (or risk chaos).

A weak project brief = weak results or a just a mystery box of results.

A great brief should include:

• Project scope & objectives (What’s the goal?)
  ‍
• Branding details (Colors, fonts, messaging, absolutely no Comic Sans)
  ‍
• Examples of what you love (and what you hate)
  ‍
• Preferred file formats (Trust us, this avoids major headaches)
  ‍
• Deadlines & key milestones

4. Giving Constructive Feedback: How to Improve Results from Your Remote Team

Your team, whether in-house or outsourced, isn’t inside your head, and mind reading isn’t really a skill.

The key to getting exactly what you want?

Regular, specific feedback. Don’t hold back, but keep it helpful.

Winning strategy:

✅ Set up a structured review process

✅ Use tools like Loom, Figma, or Slack for quick, clear feedback

✅ Be specific—vague comments slow things down

5. Keep Communication Open (Because Silence = Mistakes)

Nothing tanks quality faster than radio silence.

Keep things flowing with:

✅ Regular check-ins (quick syncs > last-minute fire drills)

✅ Progress updates (so you’re never left wondering “Where’s my stuff?”)

✅ Easy back-and-forth via Asana, Trello, or Notion

6. Build Long-Term Relationships with Your Creative Partners

Once you find a great external team, stick with them.

The longer they work with you, the better they’ll understand:

✅ Your brand’s style & preferences

✅ The best ways to bring your vision to life

✅ How to work efficiently with your internal team

A great creative partner shouldn’t feel like an outsider—they should feel like an extension of your team.

Scale Like a Boss—Without the Growing Pains

Working with external specialists doesn’t have to feel like a gamble where you just cross your fingers and hope for the best.

Find the right team, set them up for success, and keep the communication flowing—boom, you’ve got high-quality work coming in, minus the stress (and without the crazy overhead of hiring in-house).