Top 5 Fears of Small Teams Using a Technical Writing Agency [And Expert Recommendations]

This topic is very close to our hearts as it's often at the forefront of discussions for technical writing agencies and the lean teams eager to join forces with us.

Small teams, usually numerically disadvantaged and often operating in a fast-paced environment, turn to agencies like ours for a reason, be it access to expertise, addressing resource gaps, scaling operations, meeting time constraints, ensuring cost efficiency, seeking an objective third-party perspective, or adapting to market changes.

The decision to outsource this crucial task is born from the acknowledgment that external expertise can fill the void where internal resources may fall short. However, this outsourcing prospect isn't without its anxieties. Quality, consistency, and alignment with organizational goals become paramount concerns in this collaboration, sparking a cloud of reservations in the mind of the decision-maker.

William Imoh is the Founder and CEO of Hackmamba, and he'll be dissecting and providing practical solutions and a roadmap to turn these apprehensions into opportunities. He’ll specifically address these five questions:

• Concerns about maintaining quality standards
• Alignment with organizational goals
• Consistent brand messaging and identity
• Fear of losing control
• Resource constraints

Q1: How can technical writing agencies address concerns about maintaining quality standards when working with lean teams without direct supervision?

As an agency, we run into this concern one hundred percent of the time. Lean teams often worry that external agencies might compromise on quality due to the lack of direct supervision. The problem here is not just about meeting deadlines but ensuring that the delivered work meets the high standards set by the lean team.

According to William, several essential practices are key to ensuring consistent quality.

• Firstly, there must be a close collaboration on content briefs, focusing on documenting information rather than relying solely on meetings and calls. This documentation ensures shared context among stakeholders, including product managers, subject matter experts, writers, and editors.

• Secondly, maintaining a consistent body of knowledge is vital. Keeping the same writers and editors helps preserve context and expertise, ensuring continuous improvement.

• Thirdly, clear and efficient communication is crucial. Instead of relying on slow email exchanges, instant messaging apps like Discord or Slack facilitate quick and effective communication with partners.

Watch the video for more details.

Q2: How do you ensure seamless alignment with the overarching goals and vision of lean teams?

Concerns about the external agency fully understanding and aligning with the lean team's overarching goals always arise. Will the agency share the same vision? Can they seamlessly integrate with the team's mission and values?

In the words of William, lean teams are accustomed to their processes and have clear goals and visions outlined in their strategy sessions. When partnering with an agency, it's crucial to establish the expectation that the agency becomes an extension of their team. This entails ensuring that the agency integrates seamlessly with the lean team's product strategy, reflecting it accurately in the content briefs.

In the context of a technical writing agency, it's essential to understand that technical aspects and product information are closely intertwined with marketing objectives. Therefore, these elements should not be separated but brought together in the content briefs to align with the lean team's content objectives and outcomes. By emphasizing the agency's role as an extension of the lean team and incorporating as much relevant product information as possible into the briefs, the collaboration can be more effective and aligned with the lean team's goals.

Watch the video for further insights on how technical writing agencies can integrate seamlessly with lean teams and align with their objectives.

Q3: How can technical writing agencies ensure consistent brand messaging and identity throughout their content creation process when collaborating with lean teams?

One of the primary concerns for lean teams engaging external agencies is the potential deviation from the established brand messaging. Consistency is critical in building a recognizable brand identity, and any misalignment in tone, style, or content can dilute the brand's impact.

William asserts that there are three key ways to ensure consistency in content creation when collaborating with a partner.

• Firstly, extending your existing writing style guide to incorporate elements specific to your partner's brand voice and tone is essential. This involves developing a style guide that accurately conveys how the partner speaks to users about their product, their approach to referencing external knowledge, and their preferences regarding language and terminology.

• Secondly, when reviewing content, it's crucial to keep the partner's style guide in mind, paying close attention to tone, brand voice, and other specified requirements.

• Finally, for all media assets, such as images and videos, it's important to align them with the partner's brand guide to ensure visual consistency.

To learn more about these strategies and how they can enhance collaboration with partners, watch the video for further insights.

Q4: For external agencies working with lean teams, how can you address concerns about the fear of losing control?

Lean teams, often accustomed to hands-on management of projects, may grapple with the fear of losing control when bringing in external agencies. The concern here lies in relinquishing some degree of autonomy over the work and wondering if the external team will truly understand the intricacies of the business.

As an agency, conveying a consistent and shared sense of purpose toward common goals to the partners is imperative. This involves communicating that the agency's objective is not to replace team members but to enhance their effectiveness and ensure they focus on tasks that truly matter.

William maintains that it's crucial to establish alignment on objectives and to identify team members who may have reservations about working with an agency from the outset. These individuals should be brought closer into the collaboration and reassured that the agency's role is to support and elevate their efforts, not to usurp their responsibilities. The agency and the team can succeed by fostering a collaborative mindset and working towards common goals.

For more insights on navigating concerns about the role of agencies within teams, watch the video to gain a deeper understanding.

Q5: In the context of resource constraints faced by lean teams, how can technical writing agencies optimize their processes to alleviate concerns about demanding more resources than the team can afford?

A typical objection agencies face, especially when working with lean teams, revolves around the fear of disrupting the streamlined processes of these efficient teams. The concern is that agency processes often introduce unnecessary complexities and slow the workflow.

To address this, William suggests several vital strategies.

• Firstly, set precise and timed requirements and expectations, ensuring transparency in task delivery.

• Secondly, analyze the time spent on existing processes and evaluate the value derived from them, forming a benchmark for success.

• Thirdly, establish measurable goals encompassing quantitative metrics like product and marketing outcomes and qualitative goals based on team experiences.

• Lastly, continuously audit processes for bottlenecks and seek improvements to enhance efficiency.

Implementing these strategies can alleviate concerns about process disruption and ensure the seamless integration of agency collaboration with lean teams. Watch the video for detailed insights from William.

Conclusion

The decision to partner with a technical writing agency is often driven by the recognition that external expertise can bridge gaps and enhance operational efficiency for small teams. However, this collaboration isn't without its concerns. Quality, consistency, alignment with organizational goals, fear of losing control, and resource constraints are among the top fears small teams face when considering agency partnerships.

To address these reservations, William, the Founder and CEO of Hackmamba, provides expert recommendations tailored to each fear. From strategies to maintain quality standards and ensure seamless alignment with organizational goals to techniques for preserving brand messaging and alleviating concerns about losing control or demanding excessive resources, William offers practical solutions and a roadmap for turning these apprehensions into opportunities.

By implementing these recommendations, small teams can confidently handle agency collaborations, knowing they have the tools and strategies to maximize the benefits of external expertise while mitigating potential challenges.

Our mission at Hackmamba is to empower software teams worldwide with exceptional, product-focused technical content. Hire a technical writer from us today!