Controlling Costs When Outsourcing to a Writer

Like it or not, at some point your product or service is going to need a manual, whether online or printed. Or, maybe a white paper describing your company’s technology and its position in your industry is required.

Unless you have employees with time on their hands and the right talent and tools, you may be considering outsourcing your writing projects. The key to keeping costs under control in this scenario is preparation.

Let’s start with what does NOT work when outsourcing new documentation:

• The organization of the document has not been considered (scope of subject matter to be covered)
• The “audience” has not been determined (don’t forget that engineers tend to write for engineers rather than end users)
• A single technical point of contact for the contract writer cannot be made available because of workload.

Being able to address these issues when requesting quotations will result in fewer misunderstandings and rewrites, and a more efficient information gathering and writing process. And, of course, lower project costs.

Try these tips in preparation for the interview with a contract writer:

1. Have a non-disclosure agreement (NDA) ready for the writer’s review and signature if proprietary or market-sensitive information will be shown to them.
2. Set a rough budget for the project. When the discussion turns to cost, ask whether the writer charges by the hour, firm fixed cost or by the word. It may happen that your budget is unrealistic. Without necessarily revealing the budget in the interview, you might be able to get a sense of whether or not it’s feasible.
3. Think about how you might break the project into milestones. These serve as markers where you can determine whether or not this contractor has grasped the material. They can also invoice you in progress payments rather than one big bill at the end. This way, you cut your losses if you decide to part company early in the project.
4. Determine in what format the final document is required (PDF, Word, FrameMaker or other). Make it clear what source files you require as part of the deliverables, if different from the final document format. Source files will make it easier to have a different writer pick up the project if you have to fire the incumbent.
5. Determine whether a company template exists that can be provided to the writer. The template may include individual “chapters” that ensure all subject matter, such as safety information, is covered. If one doesn’t exist, ask the writer if they have standard templates that you can review and can customize with your company’s “look”.
6. Assign an employee with knowledge of the subject matter to be part of the interview, to determine the writer’s ability to understand the material.
7. Identify the target audience for the document. If the writer is a “propeller head”, chances are they can’t write for average consumers.
8. Ensure that the assigned contact person will be able to provide continuity to the writer. People who travel a lot or are constantly in meetings are definitely NOT appropriate. If a writer has to stop for a week or two until a contact returns, they will likely have to spend extra time getting re-oriented to the task. If you are being billed by the hour, that can cost you.
9. Have samples of existing documentation available. If this material is to be used as part of the final document, it will help the writer determine what they’re up against, resulting in a more accurate quote.

These tips won’t land you huge savings, but will help you avoid cost surprises, missed deadlines and stress. Having an outside resource that will be dedicated to your project and will only charge you for productive time will pay off in spades, if used correctly.