Best Practices For Collaborating With Outsourced Copywriters

Do you know a great marketing campaign starts with everyone working together like a well-oiled machine? And guess what? You can't create an amazing copy with a team without clear collaboration on the same page.

Getting different teams to work smoothly together can be a real headache. When communication breaks down or the remote tools we use aren't working, people get frustrated and lose trust in each other.

However, hiring a top outsourced copywriting agency can be a game-changer for your business. As a copywriter, I know firsthand how important it is to have a great working relationship with my design team.

They're the ones who turn my boring words into something visually exciting. The better we work together, the better our final product will be.

In this article, we'll explore the best ways to collaborate with remote copywriters. We'll cover everything from finding the right talent to maintaining long-term relationships.

Let's get started!

Finding The Right Remote Copywriter

Before you start hunting for the perfect copywriter, decide on this first:

Agency vs. Freelancer:

• Agencies offer ready teams and ease. Freelancers require more effort to find, vet, and manage. Pricing varies widely with freelancers.
• Agencies offer diverse writers, ideal for companies with varied content needs.
• Choose agencies based on your needs and budget. Higher prices often mean more services.

Freelancer vs. In-house:

Do you want to hire a copywriter to write for you? Then decide whether to get a freelancer or bring someone onto your team. Consider if you need them full-time or part-time.

• Freelancers are often cheaper than in-house copywriters but come with fresh ideas. You can pay as needed for small projects. They are less available due to other clients.
• Freelancers work outside your company. For deep brand integration and cross-team collaboration, consider in-house hiring.

By now, you have decided whether to hire a copywriting agency, freelancer, or in-house. What's next?

1. Define Your Content

Before you start your search, ask yourself:

• What type of content do I need? (Blog posts, product descriptions, ads, etc.)
• What industry knowledge is required?
• What's my budget?
• What's my timeline?

Having satisfying answers to these questions will help you narrow down your search.

2. Use The Right Platforms

There are tons of places to find professional remote copywriters. Some popular options include:

• Freelance platforms like Upwork or Fiverr
• Job boards like ProBlogger or BloggingPro
• Social media platforms, especially LinkedIn
• Referrals from your network

Each platform has its pros and cons. Freelance websites are quick for hiring, but you might have to look through lots of applications.

Job boards can get you more experienced writers, but they usually cost more. Referrals are great when you can find them, but that's not always easy.

3. Review Portfolios Carefully

A copywriter's portfolio is a collection of the best work of the writer and shows potential clients the kind of work they can expect. In other words, it's a window into a writer's skills and style. Look for:

• Variety in their work
• Experience in your industry
• A writing style that matches your brand voice

Don't just skim and scan their best pieces. Read a few samples thoroughly to get a real sense of their work.

4. Conduct Interviews

Once you've shortlisted a few candidates, set up video calls. This helps you:

• Gauge their communication skills
• Assess their understanding of your needs
• Get a feel for their personality and work style

It's important to remember that you're not just hiring a writer, you're finding a collaborator. Make sure you click.

5. Start With A Test Project

Before committing to a long-term relationship, start with a small project. This lets you see how the writer works in real time. While at it, pay attention to:

• How well they follow instructions
• Their ability to meet deadlines
• The quality of their first draft
• How they handle feedback

If the test project goes well, you're ready to start a longer-term collaboration.

Set Clear Expectations

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Once you've found your outsourced copywriter, it's crucial to set clear expectations. This sets the stage for a smooth working relationship.

1. Define The Scope Of Work

Be specific about what you need. Include details like:

• Number of articles/pieces per week or month
• Word count requirements
• Types of content (blog posts, social media updates, email newsletters, etc.)
• Any specific formats or templates to follow

2. Establish Timelines

Set clear deadlines for each piece of content. If you need ongoing work, create a content calendar. This helps both you and the writer plan ahead.

3. Outline Your Review Process

Let the writer know how you'll review their work. Will there be multiple rounds of edits? Who else will be involved in the review process? How quickly can they expect feedback?

4. Discuss Payment Terms

Be upfront about your payment schedule and rates. Will you pay per word, per article, or on a retainer basis? How often will you pay? (Weekly, bi-weekly, monthly?)

5. Agree On Communication Channels

Decide what remote tools are for improved productivity and communication. Will you use email, Slack, or project management tools like Trello or Asana? How often do you expect updates?

6. Share Your Brand Guidelines

Brand guidelines are a style guide for your brand. They make sure your look and feel are consistent everywhere.

If you have brand guidelines, share them early on. This includes things like:

• Your brand voice and tone
• Preferred writing style (formal, casual, etc.)
• Any words or phrases to use or avoid
• Guidelines for headlines, subheadings, and calls-to-action

7. Provide Examples

If possible, share examples of content you love. This gives the writer a concrete idea of what you're looking for.

Remember, the clearer you are about your expectations, the better results you'll get.

Effective Communication Strategies

Good communication is the backbone of any successful remote collaboration. Here's how to keep the lines open:

1. Schedule Regular Check-ins

Set up weekly or bi-weekly video calls. These help you:

• Discuss ongoing projects
• Address any issues or concerns
• Brainstorm new ideas
• Build a stronger working relationship

2. Use Project Management Tools

Tools like Trello, Asana, or Monday.com can help you:

• Track progress on different projects
• Share files and resources
• Set and monitor deadlines
• Collaborate on ideas

3. Provide Detailed Briefs

For each new project, create a comprehensive brief. Include:

• The target audience
• The main goal of the piece
• Key points to cover
• Specific keywords for SEO
• Links to relevant resources or research

The more information you provide, the better the first draft will be.

4. Give Constructive Feedback

When reviewing work, be specific and constructive. Instead of saying "This doesn't work," try "The intro could be more engaging. Can we try a story-based approach?"

5. Be Responsive

Try to respond to questions or drafts promptly. If you'll be unavailable, let the writer know in advance.

6. Encourage Questions

Make it clear that you welcome questions. The writer should ask for clarification rather than make assumptions.

7. Share The Big Picture

Keep your writer informed about your overall content strategy. This helps them understand how their work fits into your larger goals.

8. Video Chat For Details

If you need to explain a complicated concept or give detailed feedback, hop on a quick video call. It's often more efficient than a long email thread.

Providing Effective Feedback

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Giving good feedback is an art. Here's how to master it:

1. Be Timely

Try to provide feedback within a day or two of receiving a draft. This keeps the project moving and shows respect for the writer's time.

 

Begin your feedback with what you liked about the piece. This sets a positive tone and shows the writer what to keep doing.

3. Be Specific

Instead of vague comments like "make it better," provide specific suggestions. For example, "Can we add more data to support the main argument in the third paragraph?"

4. Explain The 'Why'

When requesting changes, explain why they're needed. This helps the writer understand your perspective and make better decisions in future pieces.

5. Use 'I' Statements

Frame feedback as your opinion rather than an absolute fact. "I think this section could be more engaging" is better than "This section is boring."

6. Prioritize Your Feedback

If you are providing multiple points of feedback, rank them in order of importance. This helps the writer focus on the most critical issues first.

7. Offer Solutions, Not Just Critiques

If something isn't working, try to suggest how to improve it. This can spark the writer's creativity.

8. Be Open To Discussion

If the writer has a different perspective, hear them out. They might have insights you haven't considered.

9. Use Collaborative Editing Tools

Tools like Google Docs allow you to leave comments directly on the document. This makes it easy to point out specific areas for improvement.

10. Follow Up

After the writer has made revisions, acknowledge the improvements. This positive reinforcement encourages continued good work.

Maintaining Quality And Consistency

Keeping your content high-quality and consistent can be challenging with remote writers. Here are some strategies to help:

1. Create A Style Guide

Develop a comprehensive style guide that covers:

• Preferred spelling and grammar rules
• Formatting guidelines
• Tone and voice expectations
• Common industry terms and how to use them

2. Use Templates

For recurring content types, create templates. This ensures consistency in structure and helps the writer focus on the content itself.

3. Use A Content Calendar

A content calendar helps you plan and ensures a consistent publishing schedule. It also helps your writer understand upcoming themes or topics.

4. Check Your Content

Review periodically all the content produced, to ensure it's meeting your standards and achieving your goals. Use these insights to refine your content strategy.

5. Keep Them Learning

Share resources, webinars, or industry updates with your writer. This helps them stay current and continually improve their skills.

6. Use AI to Edit

Tools like Grammarly or Hemingway can help catch basic errors and improve readability. But remember, they're no substitute for human editing.

7. Review in Steps

For crucial pieces, implement a multi-step review process. This might include:

• An initial review by you
• Peer review by another writer or team member
• Final approval by a senior team member

8. Track Performance Metrics

Monitor how the content performs. Look at metrics like page views, time on page, social shares, and conversions. Share these insights with your writer so they can understand what's resonating with your audience.

9. Encourage Self-Editing

Ask your writer to take a break between writing and editing. Fresh eyes can catch more errors and areas for improvement.

10. Rotate Topics Or Projects

If you're working with a writer long-term, occasionally switch up their assignments. This prevents burnout and can lead to fresh perspectives.

Building A Long-Term Relationship

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Creating a strong, lasting relationship with your outsourced copywriter can lead to better content and a more efficient process. Here's how to nurture that relationship:

1. Make Them Part Of The Team

Include your writer in relevant team meetings or discussions. This helps them feel connected and gives them valuable context for their work.

2. Offer Consistent Work

If possible, provide a steady stream of work. This financial stability can lead to increased loyalty and better-quality output.

3. Pay Fairly And On Time

Respect your writer's work by paying competitive rates and always paying on time. Late payments can damage trust and motivation.

4. Help Them Grow

Offer chances for the writer to expand their skills. This might include working on different types of content or taking on more responsibility over time.

5. Give Credit Where It's Due

When appropriate, give your writer byline credit for their work. This can be a powerful motivator and help build their professional portfolio.

6. Understand The Freelance Grind

Remember that your writer might be juggling multiple clients. Respect their time and avoid last-minute requests when possible.

7. Give Helpful Feedback

Periodically provide formal feedback on their overall performance. Highlight areas of strength and opportunities for improvement.

8. Show Appreciation

A simple "thank you" goes a long way. Recognize good work and express your appreciation regularly.

9. Ask For Their Input

Your writer might have valuable insights about your content strategy. Ask for their ideas and feedback.

10. Be Loyal

If you like the writing, keep the same writer. The more they work for you, the better they'll understand your brand and keep writing great content.

Handling Common Challenges

Even with the best practices in place, you might face some challenges. Here's how to handle common issues:

1. Missed Deadlines

If deadlines are consistently missed:

• Have an open conversation about the issue
• Review the workload and timeline
• Consider adjusting deadlines if they're unrealistic
• Implement a system of reminders or check-ins

2. Quality Issues

If the quality of work drops:

• Provide specific feedback on areas for improvement
• Review your briefs to ensure you're providing enough information
• Consider additional training or resources
• If issues persist, have a frank discussion about expectations

3. Communication Breakdowns

If you're having trouble staying in sync:

• Revisit your communication plan
• Try different tools or platforms
• Increase the frequency of check-ins
• Be clear about your preferred communication style

4. Creative Differences

If you and the writer often disagree on content direction:

• Revisit your brand guidelines and content strategy
• Encourage the writer to explain their creative decisions
• Be open to new ideas, but be clear about your final say
• If differences persist, you may need to find a writer who's a better fit

5. Scope Creep

If projects often expand beyond the original agreement:

• Clearly define the project scope in writing before starting
• Use change order forms for any additions to the original scope
• Be willing to adjust timelines or compensation for additional work

6. Time Zone Differences

If you're working across different time zones:

• Establish clear working hours for both parties
• Use scheduling tools to find overlapping available times
• Be flexible with meeting times when possible
• Use asynchronous communication tools for non-urgent matters

7. Cultural Misunderstandings

If cultural differences are causing issues:

• Take time to learn about each other's cultural backgrounds
• Be patient and open to explaining cultural nuances
• Use clear, simple language to avoid misunderstandings
• Consider cultural training if working with writers from very different cultures

Most problems can be solved if we talk openly and work together to find a solution.

Conclusion

Working with remote copywriters can greatly enhance your content creation efforts. To build a great working relationship with a talented writer, be clear, set expectations, give helpful feedback, and keep in touch.

Give these tips some time. Finding the perfect rhythm with a remote writer takes a bit of patience. But stick with it, and you’ll have a great system for creating awesome content.

Don’t be afraid to change your approach. Every writer is different, so what works for one might not work for another. Be flexible, keep talking, and always be respectful. Do this, and you’ll have a great working relationship with your outsourced copywriter.

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