When several contractors are involved, problems often arise between tasks. One is waiting for material from another, while the owner thinks the work has already started.

Describe the input and output of each task

For each contractor, state what they receive, what they hand over and who approves the result. Add file formats, feedback deadlines and access. Do not leave integrating the pieces of work as an implied duty without anyone responsible.

Bring the dependencies into a shared plan

Check when the name, texts and visual materials are needed for the website, advertising and print. Assign an owner to each version. Discuss changes to the source information with everyone affected, not just the person who created the material.

How to describe a handover between two contractors

For each link, state who prepares the material, who receives it and in what format it is needed next. For example, a mock-up suitable for discussion may not be a print-ready or development-ready file. Agree separately who fixes any mismatch in the inputs. Do not leave this work between tasks as an implied responsibility of the owner. When the source text or name changes, the update must reach everyone affected, not just the author of the latest file.

How to agree on results without endless revisions

Before starting, define acceptance criteria and who is responsible for feedback. A comment should state the location, the problem and the expected change. Distinguish between an error, a clarification and a new task: they can affect the scope and deadline differently. Keep approved versions. If several people give conflicting instructions, resolve the contradiction within the team first. A contractor should not have to decide on the client's behalf which promise or business condition is correct. An approval relates to a specific version, not to the general subject of the project.

What to check

  • Appoint someone responsible for the interfaces between tasks.
  • Agree on acceptance criteria.
  • Decide how access is granted.
  • Keep approved versions of materials.

Example situation

A designer handed over a mock-up, but nobody agreed on the print format. The final use should be stated in the brief before work begins.

Next step

Clear interfaces between tasks help you avoid extra costs that arise from the different assumptions of the people involved.

Official information on this topic

Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.

This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.