Ultimate guide: Outsourcing design work vs. hiring in-house designers

It’s 9 AM on a Monday. You’re sipping your coffee, feeling pretty good about landing those three new clients last week. Then boom! Your Slack explodes with notifications.

Chad needs their website mockups “urgently,”; Nigel wants to revamp his entire social media presence “by Friday,”; and Rita… well, Rita just dropped an entire brand refresh project in your lap.

Meanwhile, your designer (bless their caffeinated soul!) is already juggling more projects than a circus performer, and your project manager’s eye is starting to twitch.

Sound like your typical Monday? You know that moment in every superhero movie where our protagonist realizes they can’t save the city alone? That’s exactly where many agency owners find themselves (minus the cape and cool soundtrack.)

Outsourcing graphic design isn’t just a business decision anymore; it’s becoming the secret weapon for agencies drowning in design requests and “ASAP” deadlines.

Let’s face it: When your agency hits that growth spurt (awesome problem to have, by the way), you’re faced with a choice that feels as weighty as choosing between Marvel or DC: do you build your own in-house design dream team, or do you partner with external design pros who can scale with you?

The current state of design needs for agencies

The field of design has changed a lot recently. Modern agencies have more tasks to handle, like social media graphics and complete brand identity systems. In the past, clients were happy with just a simple website and logo.

Now, they want a wide range of design services that include both online and offline media.

Evolution of design demands in modern agencies

Design needs have changed a lot. Web agencies and digital marketing firms now work on projects like user interface design, social media content, email marketing templates, and dynamic landing pages.

This change reflects how businesses connect with their audiences on different platforms.

Common design requirements for agency projects

Today’s agency projects typically encompass:

• Website design and development
• Social media content creation
• Marketing collateral design
• Digital advertising assets
• Brand identity packages
• Email marketing templates
• Presentation design
• Print materials

Each of these parts needs special skills and careful work, which makes graphic design outsourcing an awesome choice for many agencies.

Impact of design quality on client retention

Good design is very important for keeping clients happy. When designs meet or go beyond what clients expect, it helps build strong relationships and long-lasting partnerships.

On the other hand, poor design can cause:

• Less trust from clients
• Fewer chances for referrals
• Lower project budgets
• More requests for changes
• Higher rates of clients leaving

The rising importance of consistent branding

Having a consistent brand is essential nowadays, more than ever! Clients want their visual identity to look the same everywhere, from their website to their business cards.

And those that don’t, should.

You see, consistency helps build trust, makes the brand easier to recognize, and creates a professional image that connects with the right audience.

Understanding in-house design teams

An in-house design department is a special team in your agency that focuses only on your clients’ projects. This team usually has different roles, and each person plays a part in making the design and finishing the project.

Key roles and duties

A full in-house design team often has:

• Art Director: Leads the creative ideas
• Senior Designer: Handles complex projects and mentors junior staff
• Mid-level Designers: Manages day-to-day design work
• Junior Designers: Assists with bigger projects and does regular work
• Project Manager: Organizes workflows and schedules

Real costs beyond salaries

Training and onboarding

New team members require significant investment in:

• Initial training periods (two to four weeks minimum)
• Learning new software and tools
• Company processes, SOPs, and training
• Brand standards familiarization

Software licenses and equipment

Essential tools and technology include:

• Design software subscriptions ($600-1,200 per year, per designer)
• Hardware and workstations ($2,000-4,000 per designer)
• Ongoing software updates and maintenance
• Regular equipment upgrades
• Additional peripherals and tools

Benefits and overhead

Hidden costs often include:

• Health insurance and benefits packages
• Paid time off and sick leave
• Office space and utilities
• HR admin
• Professional development

Benefits of having in-house designers

In-house design teams provide many advantages:

• Direct control of projects
• Quick help for urgent changes
• Strong knowledge of client brands
• Easy communication
• Uniform design style
• Fast updates for simple changes

Common challenges and limitations

In-house teams deal with many challenges too:

• Fixed costs that stay the same no matter how much work there is
• A small range of skills among team members
• Not enough capacity during busy times
• Problems finding coverage when someone is on vacation or sick
• Difficulty in using resources when things are slow
• Costs for training and developing staff
• Expenses related to losing employees and hiring new ones

Overview of design outsourcing

Outsourcing graphic design has changed a lot, giving agencies more flexible and efficient options than before. Today’s design needs can be met through different outsourcing models, each with its own benefits for various business requirements.

Modern outsourcing models

Freelancers

Independent designers work on specific projects. Their services include:

• Pricing based on projects or hourly rates
• Easy communication
• Special skills
• Flexible hours
• Personal connections

Design agencies

Traditional design firms provide a wide range of services:

• Complete design services
• Teamwork approach
• Organized project management
• Higher costs
• Set processes and workflows

Subscription-based design services

A new way to get design services is through subscriptions, which offer:

• Fixed monthly fees
• Unlimited design requests
• Dedicated design teams
• Fast turnaround times
• Scalable options

How offshore graphic design services work

Cost structures and pricing models

You can choose from different pricing options:

• Per-project pricing: $500-5,000+
• Hourly rates: $25-150
• Monthly retainers: $1,000-5,000
• Subscription services: $1,500-3,000

Quality control and communication processes

Successful design outsourcing depends on:

• Clear brand guidelines
• Organized feedback systems
• Regular quality checks
• Written processes
• Steady communication channels

Comparing both approaches: A practical analysis

Cost comparison with real numbers

The success of outsourcing graphic design relies on choosing the right partner and having clear processes.

With the right systems in place, outsourced design services can offer great value and quality while staying flexible and cost-effective.

When to choose each option

Choosing between having your in-house design team and outsourcing for graphic design depends on your specific situation. Different needs and situations can affect what is best for your agency.

Ideal scenarios for in-house teams

In-house design teams work best when:

• Daily design changes are needed
• Brand projects need regular teamwork
• Client meetings need a designer right away
• Quick design updates are common
• Confidential projects come up often

Cases where outsourcing works better

Outsourcing design work is especially helpful when:

• Project amounts change with the seasons
• Different design skills are needed
• Saving money is important
• Fast growth is required
• Special design skills are needed sometimes

Hybrid approach options

A mix of both in-house and outsourcing can include:

• A main in-house team for key projects
• Outsourced help for extra work
• Specialized freelancers for special projects
• Flexible use of resources
• Smart workload sharing

Scaling factors to think about

Things to think about for growth:

• Current project volume trends
• Expected business growth
• Management resources available
• Budget flexibility
• Market demand trends

Making the transition: Implementation guide

Steps to start outsourcing

The steps to get started are:

• Check your current workflow
• Write down what you need
• Research and choose a provider
• Run a test project
• Evaluate how it went
• Gradually transfer the workload

Establishing processes and workflows

Key parts of the workflow are:

• Project brief templates
• Systems for organizing files
• Procedures for reviews
• Ways to give feedback
• Rules for delivery

Managing client expectations

When talking to clients, cover:

• Changes to the timeline
• Quality expectations
• How to communicate
• Revision processes
• Delivery dates

Quality control measures

To ensure quality, you need:

• Regular design reviews
• Checks for brand compliance
• Ways to include client feedback
• Tracking performance
• Standard procedures for maintenance

Communication protocols

Good communication includes:

• Regular updates on status
• Clear ways to provide feedback
• Reports on progress
• Procedures for solving issues
• Managing timelines

Best practices for successful design outsourcing

Setting clear briefs and guidelines

Good briefs include:

• Project goals
• Details about the target audience
• Brand needs
• Technical details
• Reference materials

Managing feedback and revisions

Feedback processes should have:

• Set review times
• Clear instructions for changes
• Expected timelines
• Version tracking
• Final approval steps

Building long-term relationships

Strong partnerships come from:

• Regular communication
• Clear expectations
• Respect for each other
• Consistent quality of work
• Timely payments

Maintaining brand consistency

Brand integrity is kept through:

• Detailed style guides
• Asset libraries
• Quality checklists
• Regular checks
• Using feedback

Time zone management tips

Working well across time zones needs:

• Identifying overlap hours
• Setting clear deadlines
• Allowing extra time
• Scheduling communication
• Having emergency plans

The shift to outsourced design services can go well with careful planning and good systems in place. By looking at these points, agencies can build a steady and efficient design process that fits their needs.

Common pitfalls and how to avoid them

When outsourcing graphic design, there are some challenges that can affect how well a project goes. Knowing these issues can help agencies keep things running smoothly and provide great results for their clients.

Communication breakdowns

Quality inconsistencies

Timeline management

Cultural differences

IP protection

Wrapping up

The process of outsourcing graphic design is changing, giving agencies more flexibility and efficiency than before.

Whether you prefer in-house teams, partnerships with outside designers, or a mix of both, success comes from good planning, clear communication, and strong relationships with your design partners.

As technology improves and remote work gets better, the lines between in-house and outsourced teams are becoming less clear, creating new chances for agencies to grow their design skills.

Key takeaways:

• Successful design outsourcing needs strong systems for communication, quality control, and project management. These should be set up before trying to grow.
• A mix of in-house skills and outsourced design services often offers the most flexible and scalable option for agencies that want to grow.
• The real cost of in-house design teams goes beyond just salaries. When you look at everything, outsourcing often gives better value while keeping quality and consistency.

Are you ready to see how professional design services can improve your agency’s skills?

Let’s discuss how Deer Designer’s subscription-based design service can give your agency the quality and flexibility it needs.