Best Practices for Communicating with Outsourcing Partners

Communication can make or break an outsourcing relationship. When you're working with partners across different time zones, cultures, and work styles, clear communication becomes even more critical. Here's how to get it right.

Set the Foundation Early

The first weeks of any outsourcing relationship set the tone for everything that follows.

Establish Communication Channels

Define which tools you'll use for different purposes:

• Daily updates: Slack, Discord, or Microsoft Teams
• Video calls: Zoom, Google Meet, or Teams
• Asset sharing: Google Drive, Dropbox, or dedicated asset management tools
• Task tracking: Jira, Trello, Asana, or Monday.com
• Documentation: Notion, Confluence, or Google Docs

Don't leave this to chance. Explicitly agree on tools and stick to them.

Define Response Time Expectations

Be clear about availability:

• What are your expected response times?
• When are team members available for synchronous communication?
• How should urgent issues be escalated?
• What's the protocol for emergencies?

Create a Communication Schedule

Regular touchpoints prevent issues from festering:

• Daily standups (async or sync)
• Weekly review calls
• Monthly retrospectives
• Milestone reviews

Write Better Briefs

The quality of your output depends heavily on the quality of your input.

Be Specific

Vague briefs lead to misunderstandings:

Bad: "Make it look more exciting" Good: "Increase color saturation by 20%, add particle effects, and speed up the animation to 24fps"

Provide Context

Don't assume your partner knows what you know:

• What's the overall vision for the project?
• How does this asset fit into the bigger picture?
• Who is the target audience?
• What's the platform and technical constraints?

Include References

Visual references communicate more than words:

• Provide examples of what you want
• Include examples of what you don't want
• Explain what you like about each reference
• Be clear about what to take literally vs. interpret

Set Clear Acceptance Criteria

Define what "done" looks like:

• Technical specifications
• Quality standards
• Milestone deliverables
• Review and approval process

Handle Feedback Constructively

How you give and receive feedback shapes the relationship.

Be Specific and Actionable

Bad: "This doesn't feel right" Good: "The character's run cycle feels floaty. Can you add more weight to the landing frames and increase the bounce on frames 12-14?"

Separate the Work from the Person

Focus on the output, not the individual:

Bad: "You didn't understand the brief" Good: "The result doesn't match what we were looking for. Let's clarify the requirements."

Prioritize Feedback

Not all feedback is equal:

• Critical: Must be addressed before approval
• Important: Should be addressed in this round
• Nice to have: Can wait for future iterations
• Observation: For future reference, no action needed

Create Feedback Loops

Don't wait until the end to review:

• Request work-in-progress updates
• Give feedback early and often
• Celebrate wins along the way

Navigate Cultural Differences

Different cultures communicate differently. Be aware and adapt.

Direct vs. Indirect Communication

Some cultures are more direct than others. What feels rude to one person might feel normal to another.

• Be aware that "yes" might mean "I understand" not "I agree"
• Don't assume silence means agreement
• Ask clarifying questions to confirm understanding

Hierarchy and Decision-Making

Different cultures have different attitudes toward hierarchy:

• Some expect decisions from leadership
• Others expect collaborative input
• Clarify who makes what decisions

Time and Deadlines

Attitudes toward time vary:

• Be explicit about deadline importance
• Build in buffer time when needed
• Discuss delays early, before they become critical

Use Video Wisely

Video calls bridge the gap but require intentionality.

When to Use Video

Video is best for:

• Kickoff meetings and relationship building
• Complex discussions requiring nuance
• Conflict resolution
• Feedback on subjective work

Video is not ideal for:

• Simple status updates
• Straightforward questions
• Tasks that need deep focus time

Video Call Best Practices

• Have an agenda and stick to it
• Record meetings for those who can't attend
• Follow up with written notes and action items
• Respect time zone differences

Document Everything

In remote collaboration, if it's not written down, it didn't happen.

What to Document

• Decisions and their rationale
• Process changes
• Technical specifications
• Meeting outcomes and action items
• Feedback and revisions

How to Document

• Use shared, searchable tools
• Keep documentation organized and findable
• Update documents when things change
• Make documentation part of the workflow

Handle Problems Proactively

Issues will arise. How you handle them matters.

Encourage Early Transparency

Create a culture where problems are surfaced early:

• Don't punish the messenger
• Ask regularly if there are blockers
• Make it safe to say "I don't know" or "I'm stuck"

Address Issues Directly

When problems arise:

1. Focus on the issue, not blame
2. Understand the root cause
3. Collaborate on solutions
4. Implement fixes and prevent recurrence

Know When to Escalate

Not every issue can be solved at the working level:

• Have clear escalation paths
• Don't let issues fester
• Involve leadership when needed

Conclusion

Great communication doesn't happen by accident. It requires intention, effort, and continuous improvement. By setting clear expectations, providing quality briefs, handling feedback well, and documenting everything, you'll build outsourcing relationships that deliver results.

---

Looking for communication-savvy outsourcing partners? Browse our directory to find partners experienced in professional remote collaboration.