Outsource 3D Modeling Work: Best Practices and Tips for SMEs and Startups

For SMEs and startups, high-quality 3D modeling is both a necessity and a challenge. They need to showcase their products and services in a realistic and engaging way, but they also face limitations in terms of resources, budget, and expertise. How can they balance the benefits of 3D modeling with the costs and complexities involved?

The struggle to access specialized skills and manage tight budgets is an all too familiar story. The conventional approach, entailing hefty software and training investments, is a stumbling block. And yet, the visual allure and practical applications of 3D modeling remain undeniable for businesses striving to compete in today’s market.

But here’s the pivot: Outsourcing 3D product modeling isn’t just a workaround; it’s a strategic move that unlocks a treasure trove of advantages. Moreover, it’s the gateway to a global talent pool teeming with specialized skills and diverse perspectives. 

For instance, you can access experts in various fields and industries, such as architecture, engineering, gaming, animation, and more. Furthermore, outsourcing 3D product modeling is a cost-effective avenue that bypasses the need for substantial investments in software and training. 

This not only saves you money and time, but it also frees up your time to concentrate on your objectives and core skills.

In this blog, we’ll show you how outsourcing 3D modeling can benefit your business in more ways than one. You’ll discover how this strategic move can not only solve your 3D modeling challenges, but also unlock new opportunities for growth and innovation.

Best Practices in Outsourcing 3D Modeling Activities

Outsourcing 3D modeling activities is a common practice in many industries, such as gaming, entertainment, advertising, architecture, engineering, and healthcare. By delegating the creation of 3D models to a professional service provider, businesses can save time, money, and resources while accessing a pool of talented and experienced 3D artists. 

According to a report by Technavio, the global 3D modeling services market is expected to grow by USD 21.62 billion from 2020 to 2024, at a compound annual growth rate (CAGR) of 23%. This indicates the increasing demand and popularity of outsourcing 3D modeling among businesses.

However, outsourcing 3D modeling work also comes with some challenges, such as communication gaps, quality issues, data security risks, and project management difficulties. To overcome these challenges and ensure a successful outsourcing outcome, businesses need to follow some best practices in outsourcing 3D modeling work. These include:

1. Clear Project Briefs and Scope Definition

One of the most important steps in outsourcing 3D modeling is to define the project scope and objectives clearly and precisely. This involves:

Defining Specific Project Objectives

The business should specify what they want to achieve with the 3D product models, such as the purpose, the target audience, the desired style, the level of detail, the format, and the resolution. 

SMEs or businesses should also provide some examples or references of similar or desired 3D models to help the outsourcing partner understand their vision and expectations.

Detailing Technical Requirements and Expectations

The company should also provide the technical specifications and standards for the 3D models, such as the 3D modeling software, the tools, the plugins, the file formats, the naming conventions, the texture maps, the lighting, the shading, the animation, and the rendering. 

Along with articulating their standards and expectations for quality, the establishment should specify what constitutes originality, creativity, accuracy, realism, and performance in their 3D models.

Clarifying Deliverables and Expected Outcomes

Along with defining the deliverables and expected results for the 3D modeling project, the SME or Startups should also specify the number, type, size, and complexity of the 3D models as well as the deadlines, milestones, feedback cycles, revisions, approvals, and final delivery methods.  

The business should also establish the payment terms and conditions, such as the mode, the frequency, the amount, and the incentives or penalties for the 3D modeling project.

2. Establishing Timelines and Milestones

Another key step in outsourcing 3D modeling work is to create a detailed and realistic project timeline and milestones. This involves:

Creating a Detailed Project Timeline

The business should create a project timeline that breaks down the 3D modeling project into phases, tasks, and subtasks and assigns a duration and a deadline for each of them. 

The project timeline should also include the time for communication, feedback, revisions, testing, and delivery. The project timeline should be aligned with the business goals and the outsourcing partner’s capabilities and availability.

Setting Achievable Milestones for Progress Tracking

The business should also set milestones for the 3D modeling project, which are specific, measurable, achievable, relevant, and time-bound goals that mark the completion of a phase, a task, or a subtask. SMART milestones can include

• Mark the completion of a phase, a task, or a subtask
• Are agreed upon by both the business and the outsourcing partner
• Are used to track the progress, quality, and performance of the 3D modeling project

Allocating Resources and Deadlines for Each Phase

The firm should also allocate the necessary resources and deadlines for each phase of the 3D modeling project, such as the budget, the personnel, the equipment, the software, the data, and the feedback. 

The business should also monitor and manage the resource utilization and deadline adherence of the 3D modeling project and make adjustments as needed.

3. Communication Protocols and Tools

A crucial factor in outsourcing 3D modeling work is to establish effective and regular communication protocols and tools between the business and the outsourcing partner. This involves:

A. Selecting Effective Communication Platforms: The business should select the communication platforms suitable for the 3D modeling project, such as email, phone, chat, video conference, the cloud, project management software, and collaboration tools. 

The business should also ensure that the communication platforms are compatible, accessible, secure, and reliable for both the business and the outsourcing partner.

B. Establishing Regular Meeting Schedules: The business should also establish regular meeting schedules for the 3D modeling tasks, such as the frequency, duration, agenda, participants, and outcomes. 

The meetings should be used to discuss the project status, the issues, the solutions, the feedback, the revisions, and the next steps. The meetings should also be recorded, documented, and shared with the relevant stakeholders.

C. Outlining Protocols for Document Sharing and Updates: The business should also outline the protocols for document sharing and updates for the 3D modeling project, such as the format, the version, the naming, the storage, the access, the backup, and the security. 

The business should also ensure that the documents are updated, organized, and synchronized regularly and accurately.

4. Data Security and Confidentiality

A vital aspect of outsourcing 3D product modeling is to ensure the data security and confidentiality of the 3D models and the related information and data that the business and the outsourcing partner share and exchange. This involves:

Signing a Non-Disclosure Agreement (NDA): The business and the outsourcing partner should sign a non-disclosure agreement (NDA) that legally binds them to not disclose, share, or use any confidential or proprietary information or data that they receive or generate during the 3D modeling project without the prior consent of the other party. 

The NDA should also specify the scope, the duration, the consequences, and the exceptions to the non-disclosure obligation.

Encrypting and Protecting the Data and Files: The business and the outsourcing partner should also encrypt and protect the data and files that they share and exchange, using passwords, encryption software, firewalls, antivirus software, etc. 

The business and the outsourcing partner should also avoid storing or sending the data and files on unsecured or public devices, networks, or platforms, and delete or destroy them after the completion of the 3D modeling project.

Complying with the Data Privacy and Protection Laws: The business and the outsourcing partner should also comply with the data privacy and protection laws and regulations that apply to their respective countries, regions, or industries, such as the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), the Health Insurance Portability and Accountability Act (HIPAA), etc. 

The business and the outsourcing partner should also inform and obtain the consent of the data subjects, such as the customers, the employees, the partners, etc., whose personal or sensitive data they collect, process, or use during the 3D modeling project.

5. Quality Assurance and Feedback Loops

A vital aspect of outsourcing 3D product modeling is to implement quality assurance and feedback loops. This involves:

1. Implementing Quality Checks Throughout the Process: The business should implement quality checks throughout the 3D modeling process, such as the pre-production, production, and post-production stages. 

The quality checks should be based on predefined quality criteria and standards and should be performed by both the business and the outsourcing partner. The quality checks should also identify and correct any errors, defects, or inconsistencies in the 3D models.

2. Establishing Feedback Mechanisms for Iterative Improvement: The company must also establish feedback mechanisms, such as reviews, ratings, comments, suggestions, and approvals, for the iterative improvement of the 3D models. 

To improve the 3D models’ quality, functionality, and appearance, feedback mechanisms should be prompt, helpful, and targeted.

3. Integrating Client Reviews and Approval Processes: Companies and startups should incorporate client reviews and approval procedures for 3D models, including prototypes, final products, demos, and samples. 

The end users or those in charge of making decisions regarding the 3D models should carry out the client reviews and approval processes. These procedures serve to verify the efficacy, usability, and satisfaction of the 3D models. 

Tips for Successful Collaboration With 3D Modeling Outsourcing Partner

If both the business and the outsourcing partner work together effectively and efficiently, outsourcing 3D modeling can be a rewarding experience. Some tips for successful collaboration are:

Tip 1. Building a Strong Relationship with the Outsourcing Partner

One of the tips for successful collaboration is to build a strong relationship with the outsourcing partner. This involves:

1. Investing Time in Initial Relationship Building: The company should invest time in initial relationship building with the outsourcing partner, such as the introduction, the background, the portfolio, the testimonials, and the references. 

The business should also conduct thorough due diligence and a trial project to assess the outsourcing partner’s capabilities, reliability, and compatibility.

2. Cultivating Trust and Understanding: The business should also cultivate trust and understanding with the outsourcing partner, such as respect, honesty, transparency, and empathy. 

The business should also communicate its expectations, preferences, and feedback clearly and respectfully, and listen to the outsourcing partner’s opinions, suggestions, and concerns attentively and empathetically.

3. Emphasizing Long-Term Partnership Goals: The business should also emphasize long-term partnership goals with the outsourcing partner, such as the vision, mission, values, and objectives. 

The business should also align its interests, strategies, and actions with the outsourcing partner and support their growth, development, and innovation.

Tip 2. Maintaining Transparency and Accountability

Another tip for successful collaboration is to maintain transparency and accountability with the outsourcing partner. This involves:

1. Openly Sharing Information and Expectations: The business should openly share information and expectations with the outsourcing partner, such as the project scope, the deliverables, the timelines, the milestones, the resources, the deadlines, the payments, and the feedback.

The business should also keep the outsourcing partner informed and updated on any changes, issues, or developments in the 3D modeling project.

2. Establishing Clear Roles and Responsibilities: The business should also establish clear roles and responsibilities with the outsourcing partner, such as the project manager, the team leader, the 3D artist, the quality assurance specialist, and the client representative. 

The business should also define the tasks, the subtasks, the deliverables, and the outcomes for each role and responsibility and assign them accordingly.

3. Tracking Progress and Reporting Metrics: The business should also track progress and report metrics with the outsourcing partner, such as the completion rate, the quality score, the performance indicator, and the satisfaction level. 

The business should also use project management software, collaboration tools, and communication platforms to monitor and measure the progress and performance of the 3D modeling project and report them regularly and accurately.

Tip 3. Addressing Challenges and Conflict Resolution

A third tip for successful collaboration is to address challenges and conflict resolution with the outsourcing partner. This involves:

1. Anticipating and Planning for Potential Issues: The business should anticipate and plan for potential issues with the outsourcing partner, such as communication gaps, quality issues, data security risks, and project management difficulties. 

The business should also conduct a risk analysis and a contingency plan to identify and mitigate the possible risks and threats in the 3D modeling project.

2. Putting Conflict Resolution Strategies into Practice: The company and the outsourcing partner should put conflict resolution strategies like negotiation, mediation, arbitration, and litigation into practice. 

The business should also use the communication platforms, the feedback mechanisms, and the meeting schedules to resolve any conflicts or disputes in the 3D modeling project.

3. Fostering Open Communication During Challenges: The business should also foster open communication during challenges with the outsourcing partner, such as acknowledgement, explanation, solution, and others

The business should also express its concerns, frustrations, and expectations clearly and respectfully and listen to the outsourcing partner’s perspectives, feelings, and needs attentively and empathetically.

Tip 4. Scaling Up or Down as Needed

A fourth tip for successful collaboration is to scale up or down as needed with the outsourcing partner. This involves:

1. Flexibility in Adapting to Changing Requirements: The business should adapt to changing requirements with the outsourcing partner, such as the scope, the deliverables, the timelines, the resources, and the payments. 

The business should also communicate any changes or modifications to the 3D modeling project promptly and clearly, and negotiate and agree on the new terms and conditions accordingly.

2. Planning for Scalability or Workload Reduction: The company should work with the outsourcing partner to plan for scalability or workload reduction. This includes changing the number of tasks, subtasks, or phases, as well as expanding, contracting, adding, or removing 3D models. 

Additionally, the company should evaluate the impact of scalability and workload reduction, and then allocate and modify resources and deadlines appropriately.

3. Evaluating and Adjusting Resources Time to Time: The business should also evaluate and adjust the resources accordingly with the outsourcing partner, such as the budget, personnel, equipment, software, data, and feedback. 

Additionally, the company should track and evaluate how its resources are being used, as well as how well the 3D modeling project is performing, and adjust and enhance these metrics as necessary.

Conclusion

Outsourcing 3D modeling can be a great way to access high-quality, cost-effective, and time-efficient 3D models for various purposes and industries. However, outsourcing 3D modeling also requires careful planning, management, and collaboration to ensure a successful outcome. 

By following the best practices and tips discussed in this essay, businesses can overcome the challenges and enjoy the benefits of outsourcing 3D modeling.

If you require assistance with your 3D modeling work, consider reaching out to Invedus Outsourcing, a 3D outsourcing company. We assist hundreds of businesses with dedicated virtual employees who provide various 3D modeling and animation services. 

Don’t hesitate to send an email to info@invedus.com or contact us by filling out the form here. We’ll help you find the right talent for your 3D product modeling needs.