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Over the years, our experiences working with large companies and a gencies in the pharmaceutical, healthcare and biotech fields have helped us fine-tune the approach to build a strong foundation of principles to follow. This article covers 15 essential principles for hiring and managing an agency (successfully). Additionally, we are giving away the essential questions to cover when looking for a specialized agency. As a scientific visualization studio, we understand the importance of establishing trustworthy partnerships. By applying these principles, we have successfully built long-lasting relationships with our partners and helped them achieve their goals and deliver exceptional results to their clients.

15 Essential Principles for Hiring and Managing External Agencies

3DforScience helping Digital Agencies

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1. Define roles and responsibilities

When working on a project with an agency, it is crucial to have a clear understanding of who the key players are before hire an agency.

By establishing and communicating with the stakeholders and decision-makers involved, you can ensure that everyone is on the same page and working together seamlessly.

This sets a solid foundation for a successful project outcome and helps avoid any miscommunications along the way.

Clearly identify and communicate the key internal stakeholders and decision-makers who will be involved in the project.

2. Set your expectations from the very first meeting

It is important to set expectations for updates, reporting, and input levels in order to ensure clear and effective communication between all parties involved in a project.

By establishing clear guidelines, everyone involved in the project is kept informed and aware of its progress.

A well-defined process will make the project run smoothly and efficiently, leading to a successful outcome.

Establish expectations for how often updates, reports, and input will be provided, to ensure that everyone is on the same page.

AR project (Augmented Reality) for Snapdragon Spaces Program by Hubraum

Companies setting clear expectations from the initial meeting have a 65% higher success rate

3. Define S.M.A.R.T. goals- and a follow-up system

By setting specific, measurable, achievable, realistic, and timely goals, the project team has a clear understanding of what they are working towards.

Regular check-ins allow the team to assess their progress, identify any challenges or roadblocks, and make necessary adjustments to keep the project on track.

This gives the team a roadmap to follow and a benchmark to measure their progress, ensuring that everyone is aligned and working towards the same end result.

Establish SMART goals and check in on them frequently to ensure that progress is being made.

4. Trust the agency’s expertise

Investing in a specialized studio is an investment in your company’s future, and by fostering a positive and trusting relationship, you’re setting the stage for success.

In the Life Sciences industries, you must trust the specialized skills and extensive experience of the agency you have partnered with. This trust allows them to utilize their knowledge to deliver the best possible results for your company.

Grant your agency the trust to use their expertise and give them the freedom to bring their A-game to the table. The result? A project that is not only successful but one that exceeds your expectations

Recognize and trust the expertise of the agency you have hired, and allow them to use their skills and experience to deliver the best possible results.

5. Understanding the dynamics of relationships

In any project, both parties need to be prepared to compromise and make adjustments as necessary. This means being open to feedback, suggestions, and changes to work together and find solutions suiting the ultimate goal: delivering exceptional results

Maintaining open communication and the ability to stay on the same page will ensure both parties and the project moves forward toward success.

Be prepared to compromise and make adjustments as needed, to ensure that the project stays on track and meets the needs of both parties.

6. Share your industry insightful knowledge

Sharing your inside scoop on the industry can help your marketing agency get a better grip on your business and its surroundings.

When you’re proactive about passing along key industry updates, you empower your agency to make smart choices that align with your goals and strategies.

This open flow of information not only helps the agency stay informed but also sets the stage for them to deliver results that truly satisfy your needs and expectations.

Share industry insights and information with the agency, to help them better understand your business and the market you operate in.

stats of hire an agency

3Dforscience helps clients to boost marketing metrics through impactful visual communication and optimization of resources.

7. Tap different team members to review the agency’s perspective

Incorporating different perspectives from various team members can help bring a fresh take on the project and ensure that all aspects are considered.

A collaborative approach not only benefits the project outcome but also encourages engagement and buy-in from team members, especially in industries like pharma and biotech where multiple experts and stakeholders play a role in decision-making,

Utilize different team members to review agency work and collaborate on the project, to ensure that all perspectives are taken into account.

8. Communicate often, openly, and honestly

This means addressing any issues in a timely manner and being transparent about any challenges or obstacles that arise.

Don’t be afraid to point at issues or problems. A critic is usually taken under consideration if made constructively and with the goal of delivering the best results possible.

Maintain open and honest communication throughout the project, to ensure that any issues are addressed and resolved in a timely manner.

9. Set clear deliverables and timelines

This is a point break. Establishing clear deliverables and deadlines helps ensure that everyone knows what is expected and when it is expected and can help prevent any pitfalls down the line.

When this happens, you can help to ensure that the project stays on track toward success and that everyone is aware of their responsibilities and obligations.

Clearly define milestones for the project and ensure that both parties sign them off.

10. Transparent expectations for budget and deadlines

Establishing clear expectations for budget and timelines in a project for pharmaceutical or biotech companies is one of the musts. This will make both parties a clear understanding of what resources are available and the expected time window to complete the project.

Regular communication and transparency around budget, timelines, and other questions, will help to keep the project on track and ensure that everyone is aware of any changes or updates.

Establish clear expectations for budget and timelines, and make sure that both parties are aware of them.

11. Expect the unexpected

Keeping a plan B can be a lifesaver when things don’t go according to plan on a complex project involving scientific communication. Anticipating and preparing for potential setbacks, like unexpected budget changes or resource crunches, can help minimize the impact and keep the project moving forward.

Having backup resources, contingency plans, and budgets ready can give you peace of mind so that when challenges arise, you have the tools you need to overcome them and keep your project on track for success.

Be prepared for unexpected setbacks, and have a plan in place for how to address them.

hire an agency the guide

3DforScience Team will not only help with roadblocks but also bring a fresh perspective and innovative solutions to the table.

12. Use technology to stay tuned and informed

Today it is easier to stay connected and knowledgeable throughout the progression of a project.

Utilizing project management software or instant messaging can help to keep everyone informed and on the same page.

Reducing the need for face-to-face meetings improves efficiency and often updates. Be careful to push for results on a daily basis. A professional team needs also time to deliver.

13. Establish clear guidelines for revisions and changes

Revisions and changes are inevitable, so it is required to establish guidelines that include who is responsible for making the changes, what criteria will be used to assess the changes, and how the changes will be communicated.

Having clear protocols in place can help minimize any confusion or misunderstandings, especially when it comes to going over the agreed amount of changes and revisions.

Establishing a great rapport between both parties will also open the hand for small gestures that will avoid you from going over budget or getting unexpected charges. Being kind is free and it should not be a to-be-resolved conflict.

Establish clear guidelines for revisions and changes, and ensure that both parties agree on them.

3DforScience helping Digital Agencies

Ready to Outsource Work or Hire a New Studio?
Get this free Guide with 20 essentials Questions and our Tips for Making the Right Choice

14. Monitor performance and adjust as needed

Be on top of your own project and be diligent with the feedback expected from you.

You must follow up and review the progress on a regular basis. Regular check-ins will help you stay in the loop and address roadblocks.

Monitor the performance of the agency and keep responsibility for your own project with a thorough workflow. 

15. Nobody wants to work next to angry faces

For a thriving partnership, definitely, it’s crucial to establish a strong and collaborative relationship between agencies.

This situation involves promoting transparent communication, building trust and respect, and seeking opportunities to work together efficiently.

When both parties have a positive and productive working relationship, this results in better project outcomes and higher levels of satisfaction.

Foster a positive and productive working relationship between both parties, to ensure that the project is a success and that both parties benefit from the partnership.

3Dforscience - 15 Essential Principles for Hiring and Managing External Agencies

3Dforscience drives results with a culture of collaboration and an energetic work environment.


Managing your outsourced agency doesn’t have to be difficult but painless and seamless. At 3Dforscience we embrace these principles to ensure exceptional results and long-lasting relationships with our partners.

We’d love to learn more about your business. Let’s connect so we can explain how we can help your projects and expand your agency’s services offering. Contact us

Bonus Download

Ready to partner up? Download these 20 questions to ask before hiring an agency. This checklist will support your decision process when outsourcing important projects.

Ready to Outsource Work or Hire a New Studio?

Get this free Guide with 20 essentials Questions and our Tips for Making the Right Choice
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