Users have high standards. If things are confusing or slow, they quickly move on — 88% of online consumers say they likely wouldn’t return to a site after a bad experience.
Therefore, you must keep improving your website's designs and user experience (UX) to attract users.
Making this happen takes a lot of skill and time. You need people who understand users' needs and new trends.
However, maintaining an in-house UX team that can consistently deliver is difficult due to its complexity and resource intensity.
So, why not get UX help from outside partners rather than stretch limited teams? These partners create great designs faster and cheaper than hiring more internal staff. This approach allows you to scale your UX efforts flexibly.
But how do you go about this outsourcing? What should you consider when choosing a partner? This guide will walk you through how to streamline UX outsourcing.
Understand UX Before Outsourcing
Most companies focus on negotiating contracts and managing workflows—without first grounding themselves in the core principles of UX design.
They treat UX as just another item on their product development checklist rather than the foundational element in website management.
This oversight leads to misaligned expectations, ineffective communication with outsourcing partners, and, ultimately, designs that miss the mark.
What do we recommend?
Before considering outsourcing UX design, understand what good UX entails and why it's indispensable for your product.
This doesn't mean you need to become a UX expert overnight, but having a solid grasp of UX principles will let you choose the right outsourcing partner. One that aligns with your vision and understands the nuances of your target user base.
In this article, we'll walk you through the steps of successfully outsourcing UX design and equip you with the essential UX insights you need before starting. This dual approach ensures that you're not just outsourcing tasks but building a partnership to elevate your product's user experience.
The Problem With Outsourcing User Experience Design
Outsourcing UX design has a very high ROI but also introduces risk if not well managed. The main problem is that designers create things users don't actually like or want.
How does this happen?
Many companies don't explain needs or set clear goals upfront to save time and money. So, designers just guess what users might want. But with no research, these guesses fail.
Other times, companies get designs users like at first. But they don't check in as the user needs change. Without updating, these designs become outdated and frustrating.
In summary, most outsourced UX problems result from poor planning and follow-up. Skipping research, not outlining needs clearly, and failing to recheck user feedback ruins projects.
So, you need to oversee the outsourced UX teams closely to succeed.
Other problems with outsourcing UX designing include:
1. Unfocused Objectives
Some companies start UX design projects with vague goals or no research insights.
This leaves external teams directionless. They are forced to deliver generic experiences missing the mark because guesswork replaces true user understanding.
2. Dependency
Relying on external teams for UX design leads to a dependency that might not be in your best interest long-term.
It can potentially limit your ability to develop in-house expertise and adapt quickly to changing market demands or user needs.
3. Communication Gaps
Ensuring clear and consistent communication between your team and the outsourced UX designers is hard.
Differences in time zones, language barriers, and lack of face-to-face interaction lead to misunderstandings, missed details, and delays in your project.
4. Intellectual Property Concerns
When you outsource UX design, you share sensitive information about your project with an external team.
This situation raises concerns about protecting your intellectual property and the confidentiality of your project.
By choosing the right partners, establishing clear communication channels, and setting up robust collaboration and quality control processes, you can mitigate these problems and leverage outsourcing to achieve your UX goals.
Why Should You Outsource UX/UI Design
Sometimes, getting some outside help for the design part is a great idea.
But why consider going this route, you ask? Here are reasons to consider outsourcing UI/UX design.
1. Access to Specialized Expertise
One primary advantage of outsourcing UX/UI design is the direct access it provides to specialized expertise and skills.
External design agencies and freelancers often have extensive experience across different industries, technologies, and platforms. They can bring innovative solutions and best practices to your project that your in-house team may not possess.
These specialists also stay current on design trends and technological advancements. By leveraging their knowledge, your product can remain competitive and relevant.
Furthermore, this specialized expertise allows for innovation and creativity that might be hard to achieve in-house, especially if your team juggles multiple roles or projects.
An external UX/UI design team brings fresh eyes and new ideas.
Take the example of a startup aiming to launch a new website in AI marketing. The founders have a strong vision for the website’s functionality but realize that to stand out, the website’s user interface (UI) and user experience (UX) need to be top-notch.
They decide to outsource the UX/UI design to an agency.
The agency has a deep understanding of the Artificial Intelligence market. They have already designed several successful websites in this niche, bringing industry-specific knowledge to the table.
2. Scalability and Flexibility
Outsourcing UX/UI design allows you to scale your design efforts up or down based on your project's needs without the constraints of your in-house team's capacity.
This scalability and flexibility are key for businesses that:
- Experience fluctuating workloads
- Are in growth phases
- Need to quickly adapt to market changes
Imagine your business suddenly decides to fast-track the development of a new feature in response to competitor activity or user feedback. Finding the extra bandwidth for this new project could be challenging if your in-house team is already at capacity.
Outsourcing allows you to quickly hire additional UX/UI designers to focus on this new feature, ensuring you meet your development timelines without overburdening your existing staff.
In addition, the costs associated with hiring full-time staff can be prohibitive for startups and small businesses. Society for Human Resource Management (SHRM) benchmarking report states that the average cost per hire in the United States is approximately $4700.
Outsourcing UX/UI design allows you to access high-quality design expertise as needed, avoiding the long-term financial commitments of salaries, benefits, and training.
Growmodo is designed to adapt to your project's needs, offering a practical example of how outsourcing can provide tangible benefits in these areas.
With Growmodo, you can select the number of talents you need based on the current demands of your work.
If you're kicking off a major project, such as developing a new app or revamping your website, you can ramp up your team size to ensure you have all the expertise and hands needed to do the job efficiently.
3. Faster Time to Market
Outsourcing UX/UI design can significantly accelerate your product's journey from concept to launch.
When you outsource your UX/UI design needs, you hire a team that will solely focus on your project.
Unlike in-house teams juggling multiple tasks and responsibilities, outsourced designers concentrate fully on your project.
Also, thanks to offshore outsourcing, work on your project can often continue around the clock. For example, when your in-house team is off the clock, your outsourced team in a different time zone picks up where they left off.
This continuous work cycle dramatically reduces the development timeline, ensuring your product gets to market quicker.
Consider a scenario where a fintech company wants to introduce a new mobile banking app to capitalize on an emerging market trend. Developing such an app in-house from scratch would require recruiting new designers, which could take months, not to mention the time needed for development and testing.
Source: Statista
By outsourcing the UX/UI design, they can bypass the hiring phase and immediately begin the design process with an experienced team.
Therefore, the Fintech company can develop and launch the app much faster than relying solely on in-house resources, potentially securing a first-mover advantage in the market.
4. Fresh Perspectives and Innovation
Outsourced design teams often work with clients from various sectors, tackling various design challenges.
This exposure equips them with a unique ability to cross-pollinate ideas and apply successful design strategies from one industry to another.
For your project, this means benefiting from best practices and innovative solutions that you might not have considered with an in-house team.
It's easy for your in-house teams to become insulated, working within the same thought patterns and design philosophies. An external UX/UI team acts as a fresh set of eyes, offering unbiased perspectives that challenge the status quo.
They can be able to identify areas for improvement or come up with innovative features that enhance user engagement and satisfaction.
5. Cost Efficiency
The initial idea of hiring an external team might seem like an added expense, but in reality, it can lead to significant savings and a more judicious use of your budget.
Maintaining an in-house design team involves more than just salaries. It includes ongoing expenses such as benefits, office space, software licenses, and equipment. Outsourcing eliminates many of these overhead costs.
You pay for the design services you need when needed without the financial burden of full-time employees.
For example, working with three talents at Growmodo will cost you $5,385 monthly. Let's compare this with hiring three in-house employees, where the average cost per person is around $4,700. That adds up to $14,100 per month for three in-house hires.
So, by choosing to outsource to Growmodo, you're saving $8,715 per month.
Outsourcing also offers the flexibility to adjust your investment in UX/UI design based on your project's lifecycle.
For instance, you can ramp up your design efforts during a new product's development phase and scale back once it's launched. This scalability prevents the fixed cost of an in-house team from becoming a financial strain during slower periods.
6. Focus on Core Business Functions
When you outsource UX/UI design, you eliminate the need to manage those tasks internally. This streamlines operations and reduces distractions, allowing you to allocate your internal resources more efficiently.
Your team can focus on developing your product, refining your service, or expanding your market reach rather than getting bogged down in design details.
Outsourcing also allows you to tap into specialized skills that your in-house team may lack without diverting your focus from your main business activities.
How To Outsource User Experience Design
Understanding how to outsource UX design properly can be the difference between a good product and a great one.
It involves building a partnership that fosters innovation, enhances usability, and drives your product's success.
Let's delve into the steps that will help you achieve that.
1. Define Your UX Goals
2. Research Potential UX Design Partners
3. Evaluate Communication and Collaboration Tools
4. Discuss and Agree on Scope and Budget
5. Plan for Regular Check-ins and Revisions
6. Finalize Contracts and Legal Agreements
7. Kick-off and Ongoing Management
Step #1: Define Your UX Goals
The first step in successfully outsourcing your user experience design is clearly defining your UX goals.
This foundational step sets the direction for your entire project. Without a clear understanding of your goal, it can be challenging to communicate your needs to an external team or evaluate their work effectively.
Start by getting answers to these questions:
- Who are our users?
- What problems are we solving for our users?
- What are our primary business goals for this project?
- How does UX design align with our overall business strategy?
- What are the key functionalities and features our product must have?
- What are our competitors doing, and how can we differentiate?
- What is our timeline for this project?
- What is our budget for outsourcing UX design?
- How will we measure the success of the UX design?
- What level of involvement do we want in the design process?
By defining your UX goals upfront, you create a clear roadmap for your outsourced UX design project.
This clarity helps ensure everyone involved—your internal team and the external design partners—works towards a common objective.
It paves the way for a successful collaboration and a final product that meets your users' needs and exceeds their expectations.
Step #2: Research Potential UX Design Partners
Once you've clearly defined your UX goals, the next step is to find the right partner to bring those goals to life.
Researching potential UX design partners ensures you select a team that aligns with your vision, budget, and project requirements.
Many reputable UX/UI design agencies have a strong online presence. Search for "best UX design agencies - outsource" to get curated lists and rankings by industry publications.
Platforms like Twitter, design-specific forums, and Reddit communities (e.g., r/userexperience) are good sources for finding UX/UI designers.
Designers and agencies often share their work and engage with the community, providing an opportunity for direct contact.
Seek out design agencies with industry experience or projects similar to yours. This ensures they understand your challenges and audience.
Depending on your project's needs, look for partners with specific skills, such as mobile app design, web design, user research, or interaction design.
Examine their portfolio for the quality of design work, creativity, and attention to detail. Look for a range of styles that show flexibility and adaptability.
Whenever possible, review case studies or testimonials to understand the outcomes they've achieved for other clients, such as increased user engagement or improved conversion rates.
Step #3: Evaluate Communication and Collaboration Tools
Effective communication and collaboration are the foundations of any successful outsourcing relationship, especially in UX/UI design projects. A Fierce, Inc. survey found that 86% of employees blamed lack of effective collaboration and communication as the main causes of workplace failures.
Ensuring that you and your design partner have compatible tools and processes for communication and project management is essential.
Discuss which communication platforms the design team prefers (e.g., email, Slack, Skype) and compare them with what your team uses. Compatibility here ensures smooth, ongoing dialogue.
Inquire about the tools they use for project management (e.g., Trello, Asana, Jira). Using a platform your team is familiar with or is easy to adopt simplifies task tracking and milestone reviews.
Also, evaluate if the design team uses tools that allow for real-time collaboration and feedback, such as Figma or InVision. These tools enhance the efficiency of the design process.
You should also consider the following:
- Ease of Integration: Choose tools and platforms that can be easily integrated into your current workflows, minimizing disruption and learning curves.
- Accessibility: Ensure all team members who need access to communication and project management tools can use them without barriers.
- Scalability: Consider whether the tools can scale with your project.
Expert Tip: Opt for Agencies with Established Communication Channels
When outsourcing, partner with agencies that already have established communication and collaboration channels.
Agencies with set communication protocols have honed their processes over numerous projects, meaning they've ironed out the kinks that can slow down progress.
Step #4: Discuss and Agree on Scope and Budget
With goals framed, partners evaluated, and collaboration models discussed, the next step is to focus on detailing project scope components and agreeing on a budget.
This stage sets clear expectations and boundaries. It prevents scope creep and ensures that both parties are aligned on what's to be delivered within the agreed financial parameters.
Clearly outline what the project will include, specifying all deliverables such as wireframes, prototypes, user flows, and any other design assets.
Next, break the project into key milestones, each with its deadlines and specific deliverables. This will help you track progress and ensure accountability.
Then, agree on how many revisions are included for each deliverable. This clarity helps manage expectations and avoid potential conflicts over additional work.
Ensure the agency provides a transparent breakdown of costs. This should include any fixed fees, hourly rates for additional work, and costs for third-party services or tools, if applicable.
It’s wise to include a contingency budget for unexpected expenses or additional features that may arise during the project. A general rule of thumb is to allocate an additional 10-20% of the total project cost for this purpose.
Lastly, agree on a payment schedule that aligns with project milestones. This could be an upfront deposit with subsequent payments tied to the completion of specific phases.
Expert Tip: Go For Subscription-Based Models
Subscription-based models provide a fixed cost for design services over a specified period, making budget planning more straightforward.
You know exactly how much you'll spend each month, which simplifies financial forecasting and reduces the risk of unexpected expenses.
For example, if you sign up with Growmodo and choose to work with one talent, you get a fixed monthly price of $1795 and the following:
- Unlimited design requests, development requests, revisions, and brands
- A dedicated project manager
- Daily updates & progress reports
- Ability to upgrade or downgrade anytime
Subscription services also offer the benefit of continuous support and ongoing design improvements.
You can have a dedicated team working on iterating and enhancing your product’s UX/UI over time, ensuring your digital assets remain fresh and competitive.
Also, platforms operating on a subscription model often have streamlined workflows and communication channels already in place. This significantly reduces the overhead of managing multiple freelancers or agencies, allowing you to focus more on your core business activities.
Step #5: Plan for Regular Check-ins and Revisions
Agree on a regular schedule for update meetings (e.g., weekly or bi-weekly) to review progress, discuss any issues, and plan the next steps.
If applicable, adopt an agile framework for the project, where work is divided into sprints followed by review sessions.
This allows for more frequent check-ins and adjustments.
Develop a structured process for providing feedback to ensure it’s clear, actionable, and prioritized. This might include using specific tools, templates, or formats. Then, agree on expected turnaround times for providing feedback and implementing revisions. Quick response times help maintain momentum and keep the project moving forward.
Now, be open to expert advice. While providing clear feedback and direction is important, also be open to the design team’s expertise and recommendations.
They may suggest valuable insights or alternatives you hadn’t considered.
Step #6: Finalize Contracts and Legal Agreements
Contracts ensure that both parties are protected and clearly understand the terms of the collaboration, including scope, deliverables, timelines, payment terms, confidentiality, and intellectual property rights.
Now, engaging with established UX/UI design agencies significantly streamlines the contractual process, allowing you to kickstart your project without unnecessary delays.
These agencies have standardized contracts and legal frameworks in place, making it easier to understand terms, conditions, and expectations quickly.
Agencies like Growmodo have streamlined onboarding processes. This means your project can move from concept to commencement in 24 to 48 hours, compared to negotiating a contract from scratch.
Expert Tip: Leverage Agency Expertise
When partnering with an established agency, leverage their expertise in design, project setup, and management.
They can offer valuable insights into best practices for project timelines, deliverables, and effective collaboration based on their extensive experience.
Step #7: Kick-off and Ongoing Management
The kick-off marks the transition from planning to action.
Start by introducing members of your internal team and the outsourced design team to each other. This will help build rapport and clarify roles and responsibilities.
Reiterate the scope, objectives, and key deliverables discussed during the planning phase. This ensures everyone starts with a shared understanding of the project's direction.
Finally, discuss the communication channels, project management tools, and design collaboration platforms used throughout the project. Ensure everyone is comfortable with these tools and understands how to use them.
Remember to regularly review project milestones and deliverables against the timeline to ensure the project is on track.
Also, address any issues or roadblocks as they arise. Collaborate with your design partner to find solutions and keep the project moving forward.
What To Consider In A User Experience Design Provider
Yes, you have the portfolios, and they look good, but should that be the only consideration? No.
Picking the right team can make your project a big hit.
In this section, we’ll discuss what you should think about before deciding who will help with your UX design.
1. Portfolio and Past Work
This is the first place to look. Your partner should be well-versed in your industry.
The portfolio gives you a sneak peek into what they've done before and if they fit your project.
Browse through their previous projects to get a sense of their design style. Does it match what you envision for your project? Remember, you want your website to function well, resonate with your users, and stand out visually.
Look for case studies or before-and-after snapshots in their portfolio. Understand the problems they solved and the impact their design had on the project's success.
2. Design Process and Methodology
After you've been dazzled by a UX design provider's portfolio, the next step is understanding how they get from a blank canvas to their impressive final products — their process.
The best design processes begin and end with the user.
Look for signs that the provider prioritizes understanding user needs through research, interviews, and testing.
Also, a good design process isn’t done in isolation. Check if the provider values collaboration with their clients, involving you in key decisions and updates.
3. Communication and Collaboration
The ability to easily exchange ideas, provide feedback, and make decisions quickly is key. You want a partner who keeps you in the loop with regular updates and is responsive to your queries.
Studies show that teams with effective communication increase their productivity by as much as 25%.
Look for a design provider who views your project as a partnership. Their willingness to collaborate closely, consider your feedback seriously, and work towards a common goal is crucial.
You should build something great together rather than just handing off tasks.
4. Client Testimonials and References
Client testimonials provide a glimpse into the real-world impact of the provider's work.
They reveal the outcomes and how the provider handled challenges, adapted to changes, and contributed to a project's success.
Ask the provider for references. A reputable provider will happily share contacts of past clients who can vouch for their work.
Also, look beyond the provider's website. Check out their LinkedIn profiles, industry forums, and review sites for unbiased testimonials.
5. Cost and Value Proposition
You should understand the balance between cost and value proposition.
Does the provider offer clear, upfront pricing? This transparency ensures there are no surprises down the line.
Understand exactly what services and deliverables are included in the price. This varies significantly between providers, so ensure you're comparing apples to apples.
Don’t always go for low costs. Why? Higher costs sometimes mean a higher quality of work and a more experienced team.
Consider the provider’s portfolio, process, and client testimonials to judge whether their higher price tag justifies their ability to deliver exceptional results.
Some providers offer additional services such as:
- User research
- Usability testing
- Post-launch support
These add considerable value to your project, offering a more comprehensive approach to improving your product.
6. Long-term Partnership Potential
Over time, a long-term partner gains a deep understanding of your business, product, and users.
They get to know the nuances of your industry but also become so familiar with your brand that they can anticipate your users' needs and expectations.
Also, over time, workflows between your team and your design partner become more efficient. This stems from established communication channels and mutual understanding of project management practices.
Ask yourself these questions to see if your potential partner fits to be a long-term partner:
- Do they understand and align with our business goals?
- How adaptable are they to changes in scope or direction?
- Can they scale their services as our needs grow?
- What is their track record for innovation and staying current with design trends?
- What do their other long-term clients say about them?
- Do they offer post-launch support and continuous improvement services?
- Are they proactive in suggesting improvements and new ideas?
- What is their commitment to the partnership?
How Much Does It Cost To Outsource User Experience Design?
The cost of outsourcing User Experience (UX) design varies widely based on several factors, including:
- The complexity of your project
- Experience level of the designer or agency
- Geographical location
- Specific services required
Consider the average salary data from different countries to give you a clearer picture of how much it might cost to outsource UX design to individual freelancers.
While freelancers typically charge by the hour or project rather than an annual salary, these figures can provide a baseline understanding of cost expectations across various markets.
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Source: CareerFoundry
Note that while these salaries give a ballpark, freelance rates may also factor in additional costs for the freelancer, such as taxes, equipment, and software, leading them to charge higher rates to cover these expenses.
Opting for subscription-based agencies like Growmodo can offer more value for your investment.
With a monthly flat fee of $1,795 to work with one talent and $3,590 for two talents, etc., you gain access to a team of professionals without the overhead associated with full-time hires.
This model offers flexibility to scale up or down based on your project needs and ensures predictable budgeting without sacrificing quality.
Subscription-based models provide comprehensive services from experienced talent, often making them a more cost-effective solution for high-quality UX design work.
Why Using Growmodo Makes User Experience Design Easier
Growmodo streamlines the outsourcing process, making it significantly easier and more efficient.
Here’s why outsourcing your UX design to Growmodo is the best decision:
1. Streamlined Communication
We simplify communication by providing a single point of contact for your project.
This eliminates the effort of managing multiple freelancers or liaising with different members of a large agency.
With clear, direct communication channels, you can quickly relay feedback, request changes, and stay updated on your project's progress, ensuring your vision is accurately realized.
We use Asana to provide daily updates on your project progress. If you opt into our Maintenance Plan, we'll also send weekly progress reports.
2. Access to Top Talent
Growmodo offers access to a curated pool of top UX/UI designers and developers.
These professionals are pre-screened for their skills, experience, and ability to deliver high-quality work. Your project will be in expert hands.
This access to top talent ensures that your user experience design meets the highest standards of quality and innovation.
3. Cost-Effectiveness
Our subscription-based pricing model makes high-quality UX design services more accessible and cost-effective.
Instead of worrying about hourly rates or negotiating project fees, choose a subscription plan that fits your budget and needs.
4. Flexibility and Scalability
Growmodo's services are designed to be flexible and scalable, accommodating projects of all sizes and scopes.
Whether you need to redesign your website for a major project launch or require ongoing support for iterative improvements, Growmodo adjusts the level of service to match your requirements.
5. Efficiency and Speed
With Growmodo, we ensure your project gets off the ground quickly. We have a streamlined onboarding process and efficient project management.
Once you hop on a 15-minute discovery call and tell us about your project, we can get you started in 24 to 48 hours.
This efficiency reduces the time from concept to completion, allowing you to bring improved user experiences to market faster than traditional design processes might allow.
Parting Advice For Outsourcing User Experience Design
Outsourcing UX design can be a game-changer for your business. Remember that for every $1 invested in UX, you get a return of $100 — an ROI of 9,900%.
So, evaluate potential partners on their ability to deliver quality, user-centered design that meets your objectives and offers a good return on investment.
Don’t forget always to prioritize the needs and behaviors of your target users. Incorporating user research, testing, and feedback into the design process ensures that the final product looks good and provides a seamless and intuitive user experience.
Outsource Your User Experience Design With Growmodo Today
Projects finish when set goals are hit. But the work doesn’t stop there. At Growmodo, we continue maintaining your website and ensure everything is up-to-date.
You get unlimited requests with our Maintenance plan. Our experts can tweak designs if you need anything different. This ongoing care ensures you never fall behind competitors.
If you want users to engage more with your website, let us help. Schedule a 15-minute call with us. We are excited to hear about your needs and handle design so you can grow faster.
