Outsourcing Game Art Services: 5 Tips for Collaborating with External Partners
We asked Tara Phillips, Art Services Director at Keywords Studios, to give us her top tips for game developers who are either exploring game art outsourcing for the first time or aiming to refine their existing process.

In recent years, the approach to outsourcing in game development has undergone a major transformation. Before COVID-19, outsourcing often followed a linear, transactional model: developers would prepare detailed project requirements, hand them off to external teams, and receive a neatly packaged asset delivery in return. However, the pandemic disrupted traditional workflows, as everyone shifted to remote work. This shift spurred developers to reconsider their expectations for external partnerships, seeking more integrated and collaborative relationships with service-providing art teams.
As the industry stabilises and is finding new footing in how games are planned, budgeted and created, developers are facing challenges in staffing strategic talent and prioritizing team bandwidth. Collaborating with an external end-to-end service partner has become more important than ever. Success in outsourcing game art depends on establishing clear expectations and fostering a strong, communicative partnership that aligns with your project’s goals. Here are 5 tips to get you started.
Tip 1: Choose a team with a strong portfolio and game art outsourcing experience.
When outsourcing game art, quality and experience should be your top priorities. Maintaining consistent quality requires a high bar and extensive experience. A provider with a proven track record can support both large-scale and smaller projects, offering flexibility and scalability without compromising on quality. A strong outsourcing partner will have a team of skilled artists supported by experienced leadership, ensuring the resources and expertise to meet your specific needs.
Selecting the right partner requires research, don’t be blinded solely by a sleek website - dig deeper to understand the provider’s capabilities. Review their portfolio, examine the reception of their recent projects (you can find some of ours here!) and verify whether their work aligns with your artistic vision and technical requirements. While some projects might be confidential and not available on a provider’s website, asking for insights from industry peers will also provide you with a valuable perspective.
Tip 2: Don't rush: take time to set up the partnership properly
When tasked with finding a new external partner, resist the urge to dive in immediately. While it may be tempting to reach out to a provider and start working, taking time to establish a thoughtful plan will save time and reduce misalignments down the line.
Start by aligning with your internal team and stakeholders. Here are some key questions to clarify internally:
- Who will be the main point of contact? Designate a person who will manage the project and serve as the liaison between your team and the external provider.
- Who will handle specific tasks? Assign roles for various phases – for example overseeing art reviews, managing feedback, and reading status reports. Make sure you have allocated resources like IT support to set up permissions, or team members to handle file packaging and documentation.
- How much time should each role allocate? Be realistic in your estimates, as each role may require ongoing involvement.
This internal alignment will help you approach the outsourcing partner with a clear, cohesive plan, reducing the chance of miscommunication and ensuring smoother collaboration.
Tip 3: Set clear expectations from the start
Setting expectations is a foundational step for successful external development and partnership. Every team has different workflows, priorities, and resource allocations, so it’s crucial to discuss these details early on.
Request a pre-kick-off meeting with the outsourcing provider to focus on aligning high-level strategy. Use this opportunity to outline your main objectives, challenges, and the role you envision the external partner playing. Sharing these insights helps the provider understand your needs and take a proactive, solution-oriented approach from the beginning. Investing time up-front to cover these details creates a solid foundation for the project and can prevent misalignment later.
Consider the following questions to discuss in your call:
- What are your team’s strengths and limitations? Be transparent about gaps or areas where external support is most needed.
- What will be the key performance metrics? Defining what success looks like will help both sides maintain a shared focus.
Tip 4: Foster a collaborative partnership
Your external partner isn’t just a service provider - they can be a valuable ally in shaping your project’s success. Leverage their expertise, especially if it’s your first time working externally. Experienced providers onboard new clients regularly and know how to streamline initial phases, anticipate challenges, and set the foundation for a successful partnership. By sharing detailed context about your game, audience, and any unique challenges, you empower your partner to recommend best practices that suit your needs.
Collaboration is a mutual process. Be ready to discuss your team’s workflows, strengths, and areas for improvement. This open exchange helps your partner focus their support where it matters most. Open communication and shared problem-solving create a truly collaborative relationship, enabling your provider to adapt their processes to complement your team and deliver the best results.
Tip 5: Set up a pilot period
A pilot period is a smart way to test compatibility before committing long-term. Use the pilot phase as a trial run to see how the provider handles different aspects of your project, from quality to communication. The ideal length of this period will depend on project complexity - more intricate work, like world-building or integrated animation pipelines, may require a longer trial, often around three months, to properly assess the relationship.
During this time, encourage open feedback from both sides. Make sure internal and external teams are being proactive in addressing any concerns that arise; the goal is to resolve potential issues early and gauge how responsive the provider is to your feedback. This phase allows you to make adjustments and establish a realistic relationship before fully committing.
Conclusion
Outsourcing game art can be a powerful way to enhance your team’s capabilities, add creative diversity, and meet production deadlines. However, success depends on building a thoughtful, transparent, and communicative relationship with your outsourcing provider. By setting clear expectations, fostering a two-way relationship, and beginning with a pilot period, you can maximize the benefits of outsourcing while minimising risks. Leveraging the expertise and resources of an experienced partner can bring fresh perspectives and capabilities to your project, creating a strong foundation for a lasting, successful collaboration.
Interested in finding out more about Keywords Studios art services? Get in touch below.