Making the Right Call: Selecting External Production Partners

Why External Partners Matter (And Why the Decision Matters More)

Your in-house team is your foundation. But even the most capable internal teams occasionally need backup. Maybe you're facing an unusually heavy production schedule, or you need specialized expertise for a unique project. External partners can provide that flexibility and specialized knowledge.

But only when chosen carefully.

Unfortunately, a mismatched partnership costs more than money. Poor quality deliverables, missed deadlines, and communication breakdowns don't just impact individual projects.

They can damage your team's reputation and relationships with internal clients. Not to mention the added stress (which they were supposed to lessen in the first place).

Before You Start Your Search

Before diving into portfolio reviews, take time to understand your needs and constraints.

Start by clarifying your current capabilities: What can your in-house team handle comfortably? Where are your expertise gaps? Most importantly, identify the types of projects that consistently stretch your resources. These are often the best candidates for external support.

Next, establish your non-negotiables. Quality standards, communication expectations, budget parameters, and timeline requirements should all be crystal clear before you begin your search. These parameters will serve as your filtering system when evaluating potential partners.

Finally, consider your team dynamic. Any external partner will need to integrate with your existing workflow, so be realistic about the level of oversight you can provide. The best technical fit won't succeed if they can't mesh with your team's working style.

Finding the Right Fit: Key Selection Criteria

When looking at their work samples, you can pretty much ignore sizzle reels. All they prove is an editor’s ability to cut together a bunch of beauty shots, usually to a riveting track.

Instead, focus on full videos, ideally with case studies that give some background on the video’s brief, its purpose, its intended audience, etc. You want to know how well the vendor can tell a story with a client’s parameters and demands. 

Working style compatibility often determines the success of a partnership. Pay attention to how potential partners communicate during initial discussions. Are they responsive? Clear? Do they ask thoughtful questions about your processes? Their project management approach should complement yours, not force you to completely overhaul your workflow.

Watch for red flags during the selection process (see a previous blog about that here). If a potential partner resists detailed project discussions or gives vague answers about resource availability, take note. A quality partner will be transparent about their capabilities and willing to provide references.

They should also be willing to say “no”…in a diplomatic way. I’d rather work with vendors who know their limitations and aren’t willing (or desperate) to take on any project that comes their way. You may have to dig a little for this. Consider asking them to explain a couple of projects they decided not to pursue.

Taking the Next Step

Selecting and managing external production partners is a critical decision that deserves careful consideration. At In Focus Consulting, I’ve helped dozens of in-house production teams develop successful external partnership strategies.

Want to discuss your team's specific challenges? Let's talk about building a partnership strategy that works for you. Contact me for a free consultation about optimizing your external production relationships.