LIBRARY // OUTSOURCING ARCHITECTURAL PRODUCTION

Running a Pilot Project With an Outsourcing Partner

Before committing to a long relationship, a small pilot project shows how a partner really works.

A pilot project is a small, real piece of work used to test a new outsourcing partnership. It shows how the partner works, how communication flows and what quality to expect, before larger commitments are made. A well-run pilot reduces risk for both sides.

Choose the right task

• Real work, not an artificial test
• Well defined, with clear inputs and outputs
• Representative of the work you'd outsource later
• Not on the critical path
• Small enough to review thoroughly

Examples include a set of floor plans from markups, a small Revit model or a group of details.

Set success criteria

Agree what success looks like before starting:

• Accuracy against inputs
• Compliance with standards
• Meeting the deadline
• Quality of communication
• Amount of rework needed

Written criteria make the review objective.

Prepare as if it's a real project

Share the same brief, standards and inputs you'd use for any task. The pilot tests your process as well as the partner.

Stay involved

Answer questions promptly and hold at least one check-in during the pilot. This shows how communication works in practice.

Review thoroughly

Review the output against your checklist and success criteria. Note:

• Errors and their causes
• Standards issues
• Strengths
• Questions that were raised and how

Give detailed feedback

Share feedback with examples. A good partner will use it to improve. How they respond to feedback is an important part of the pilot.

Hold a review meeting

Discuss the pilot with the partner:

• What went well
• What could improve
• What needs to change in briefs or standards
• What the next step should be

Decide next steps

Options include:

• Moving to regular work
• Running a second pilot with adjustments
• Deciding the partnership isn't a good fit

Common pilot mistakes

• Choosing an urgent or very complex task
• Sharing incomplete information
• Not defining success criteria
• Judging only the output, not the process

Pilots for existing partners

Pilots can also help when introducing a new type of work, such as moving from CAD drafting to Revit modelling with an existing partner.

Keep records

Keep the pilot brief, feedback and review notes. They're useful for onboarding and future tasks.

1. 01Choose the right task
2. 02Set success criteria
3. 03Prepare as if it's a real project
4. 04Stay involved
5. 05Review thoroughly
6. 06Give detailed feedback

Be realistic

A pilot won't be perfect. Look for a partner who learns quickly from feedback, rather than expecting flawless results on the first task.

A pilot project gives both sides a realistic view of the partnership and a clear basis for deciding what comes next.

If your team needs extra production capacity for work like this, take a look at our Architectural production services, or tell us about your project.