Setting Up Standard Operating Procedures While Outsourcing Graphic Design for Print Work

As a printing business owner, outsourcing graphic design work can be an excellent way to enhance the quality of your print work and improve your overall customer experience. However, outsourcing graphic design work can be challenging, especially when it comes to maintaining consistency and quality in your print work. In this blog, we will discuss setting up standard operating procedures (SOPs) when outsourcing graphic design work for print to ensure quality, consistency, and a seamless workflow.

Step 1: Develop a Detailed Brief and Style Guide

Developing a detailed design brief and style guide for the project is crucial for setting expectations and ensuring consistency in your print work. The brief should include the project scope, timeline, budget, and any specific requirements, while the style guide should outline your brand’s visual identity, including color scheme, fonts, logo, and other essential design elements.

Step 2: Assign a Point of Contact

To streamline communication and avoid confusion, assign a point of contact to be the primary liaison between your printing business and the graphic design team. This person should have a deep understanding of the project and be available to answer any questions and provide feedback to the design team throughout the project.

Step 3: Implement Quality Control Measures

Quality control measures are vital in ensuring that your print work meets your standards and aligns with your brand’s visual identity. To implement quality control measures, consider creating a checklist of essential elements to review before sending the final print work to the client. This checklist could include elements such as alignment, resolution, color, typography, and layout.

Step 4: Set Up Regular Check-Ins

Regular check-ins with the graphic design team can help keep the project on track and ensure that the print work meets your expectations. These check-ins could include virtual meetings or status updates through a project management system. During these check-ins, you can provide feedback, clarify any questions or concerns, and ensure that the project remains on schedule.

Step 5: Streamline the File Management System

Organizing and managing files can be a challenging aspect of outsourcing graphic design work. To streamline your file management system, consider using a cloud-based project management system that allows you to upload and share files with the graphic design team in a secure and organized way. This system should also enable version control, allowing you to track and manage the various versions of the print work throughout the project.

Step 6: Clarify Ownership and Usage Rights

It’s essential to clarify ownership and usage rights for the graphic design work created by the outsourced team. Before starting the project, ensure that both parties agree on who owns the rights to the designs and how they can be used. It’s best to have a written agreement in place to avoid any misunderstandings.

Step 7: Consider Cultural Differences

When outsourcing graphic design work to a team in a different country or culture, it’s essential to consider any potential cultural differences that may impact the project. For example, certain colors or symbols may have different meanings in different cultures, so it’s important to ensure that the design aligns with your brand’s visual identity and is appropriate for your target audience.

Step 8: Provide Detailed Feedback

Providing detailed feedback to the graphic design team throughout the project can help ensure that the final product meets your expectations. Instead of simply saying you don’t like something, provide specific feedback on what changes you’d like to see. This feedback can be provided through written comments or visual annotations on the design files.

Step 9: Establish a Payment and Invoicing System

Establishing a clear payment and invoicing system can help avoid any misunderstandings or delays in payment. Before starting the project, agree on the payment terms, including the amount, schedule, and method of payment. It’s also essential to agree on how the outsourced team will invoice you for their work.