Freelancers are self-employed professionals who work on a contract or per-project basis, rather than being an employee of a company. They offer services in nearly every industry, from writing and web design to accounting and legal services.
The benefits of hiring freelancers include:
- Cost Savings – Avoiding employment costs like insurance and benefits significantly reduces expenses. Pay only for the work you need.
- Expertise – Gain access to world-class talent that you may not be able to afford full-time.
- Flexibility – Scale teams up or down as your needs change. Useful for short-term projects or variable workloads.
- Efficiency – Freelancers are often highly specialized, allowing them to complete tasks faster than less experienced employees.
To reap these rewards, you need to know how to hire and manage freelancers effectively. This article provides an essential guide.
Determine Your Hiring Needs
Before searching for a freelancer, clearly define your needs.
Identify Tasks to Outsource
Make a list of projects or tasks you need help with. Common examples include:
Many tasks involved in running a business can be effectively outsourced, enabling entrepreneurs to focus on core competencies. Content creation encompassing blogging, articles, social media management, and email newsletters is commonly outsourced to skilled freelance writers. Graphic design specialists can handle branding assets like logos, marketing materials, and packaging. Web development, e-commerce platforms, and mobile apps are typically built by IT consultants. Administrative work like data entry, bookkeeping, appointment setting, and customer service can be cost-effectively outsourced as well. Leveraging qualified external talent for peripheral tasks allows entrepreneurs to dedicate time and energy to critical business functions for optimal results.
Determine if the Tasks are Central to Your Business
Decide if the tasks are:
- Core business offerings you want in-house
- Important but secondary capabilities to outsource
- Short term or one-off projects ideal for a freelancer
This helps focus hiring efforts on finding the right freelancing talent.
Write Detailed Job Descriptions
Create a detailed job description to attract qualified candidates.
Introduction to Your Company and the Role
Give background on your company, culture, and the freelance position. Helps set expectations.
Responsibilities and Requirements
Outline the required duties and qualifications for the role. Be as specific as possible about needs and expectations.
Logistics
Provide details like:
- Hours per week or project duration
- Pay range
- Any required tools or software
- Remote work requirements
Thorough descriptions help attract freelancers eager for and capable of the work.
Find the Best Freelancer
There are several ways to find skilled freelancers.
Ask for Referrals From Your Network
Ask colleagues if they have freelancers they recommend. Referrals are a trusted source.
Use Freelance Websites
Popular sites like Upwork, Fiverr, and Freelancer have large freelancer pools. Post your job to attract candidates.
Review Portfolios and Feedback
Vet freelancers by looking at samples of their work and client testimonials. This helps determine skill and reliability.
Assess Candidates
Assess applicants carefully to choose the best fit.
Evaluate Skills and Experience
When hiring freelancers, it is important to thoroughly evaluate their skills and experience. Review examples of their work in the form of portfolios to assess the quality and relevance of past projects. Take note of how many years of experience they have in the required field. Assess their technical proficiency in the skills needed for the work, such as writing proficiency for content creation or coding languages for web development.
Strong portfolios demonstrating successful outcomes for clients, extensive hands-on experience, and demonstrated technical skills in the domain help identify the most capable freelancers for the job. Investing time in carefully evaluating qualifications ensures finding freelancers who can consistently deliver quality work.
Conduct Interviews and Request Work Samples
- Hold video chats to determine communication skills
- Ask for examples of past freelance work as proof of abilities
- Give a paid test project to assess actual work quality
Check References
- Ask for 2-3 client references
- Verify past work relationships and quality
Thorough vetting minimizes hiring risks.
Hire the Freelancer
Once you’ve selected the best candidate, move forward with hiring.
Make a Job Offer
Send a formal offer letter detailing:
When ready to hire a freelancer, send a formal offer letter outlining the project scope and timeline, pay rate, payment terms and schedule, and a contract detailing the work, terms, and policies. This professional offer locks in the freelancer’s commitment to complete the project as agreed upon. Clearly defining expectations upfront ensures both parties are aligned on deliverables, timeline, and payment.
This locks in the freelancer’s commitment.
Sign a Contract
Have a legally binding contract covering:
- Scope of work, milestones, and timeline
- Payment terms
- Rights to intellectual property
- Reasons for terminating contract
Protects both you and the freelancer.
Set Clear Expectations
Discuss expected:
- Quality standards for work
- Response time for communications
- Meeting deadlines and milestones
Prevents miscommunications down the line.
Onboard the Freelancer
Once hired, provide resources to onboard successfully.
Provide Necessary Information and Resources
Supply things like:
Successfully onboarding a new freelancer is key to productive engagements. Once hired, provide them with necessary information and resources to get up to speed. Supply relevant background on your company and customers, access to internal systems or software, brand style guides, and contact info for team members. Investing time in proper onboarding provides context to complete work accurately and integrate into workflow. Clearly convey expectations around responsibilities, communication protocols, timelines, and anything else vital for the role. Proper onboarding sets up collaborative, optimized freelancer relationships.
This allows for completing work properly.
Set Up Communication Channels
Establish:
- Best ways to contact (email, chat, phone)
- Expected response time
- Frequency of check-ins
Smooth communications prevent problems.
Establish a Timeline and Milestones
Agree on project:
- Kickoff and completion dates
- Major milestones for deliverables
- Due dates for drafts or progress checks
Keeps work on track.
Manage the Freelancer
Proper project management ensures work quality and timeliness.
Provide Feedback and Guidance
Give regular feedback on work samples:
Effectively managing a freelancer is key to ensuring work quality and on-time delivery. Provide regular feedback on work samples – praise excellent work, suggest any improvements needed, and offer guidance on revisions. This collaborative approach helps refine and perfect deliverables to meet expectations. Clearly communicate timeline updates and priority shifts. Check in regularly to monitor progress and provide support as needed. Proper project management with ongoing communication, feedback and guidance enables optimized freelancer engagements.
Helps refine and perfect deliverables.
Monitor Progress and Quality
Check in frequently on:
- Overall progress to timeline
- Completion of milestones
- Quality standards being met
Allows course correcting early if needed.
Address Any Issues
Discuss any concerns early and directly:
- Performance or quality issues
- Missed deadlines
- Poor communication
Being proactive prevents problems from escalating.
Pay the Freelancer
Pay fairly, accurately, and on time.
Determine Payment Terms
Typical terms:
Freelancers should be paid fairly, accurately, and on time. Determine suitable payment terms like an hourly rate for open-ended work, a fixed project fee for defined deliverables, or a per piece rate for high volume work like data entry. Choose terms appropriately based on project scope, complexity, and your budget. Track hours, milestones or units delivered. Process invoices and handle payments as per the agreed schedule and payment method. Paying freelancers properly as outlined in their contracts retains trust, motivates best performance, and builds lasting relationships.
Choose suitable terms based on work complexity and your budget.
Pay Promptly and Accurately
- Pay as agreed in the contract
- Provide clear invoices and payment records
- Use reliable payment methods like Paypal
This maintains a good working relationship.
Keep Accurate Records
- Save invoices, contracts, and records of payments
- Document hours worked at hourly rate
- Track project expenses
Essential for tax purposes.
Build a Positive Relationship
Mutual trust and respect enable successful collaboration.
Communicate Openly and Respectfully
Building trust and mutual respect creates productive freelancer relationships. Maintain open and thoughtful communication – give direct but constructive feedback, listen sincerely to their perspective, and resolve any conflicts in a calm manner. Be courteous in all interactions and make payments on time as per contract. Avoid being overbearing when providing art direction. Show appreciation for good work and understand freelancers have other clients too. Building rapport through considerate interactions and fulfilling the business arrangement as promised fosters lasting, harmonious freelancing relationships.
Avoids unnecessary disputes.
Show Appreciation for Their Work
Recognize their contributions by:
- Saying thank you
- Providing positive reviews
- Giving small gifts like gift cards
Improves morale and motivation.
Consider Long-Term Collaboration
If satisfied, explore ongoing partnerships:
- Extend contracts
- Bring back for future projects
- Develop an ongoing service retainer
Leverages established rapport.
Conclusion
Hiring freelancers can provide tremendous value, but only if done methodically. By clearly defining your needs, vetting candidates thoroughly, setting clear expectations, paying fairly, and maintaining open communications, you can build win-win freelancing relationships that benefit your business. Use the guidance in this article to find, manage, and retain talented freelancers.
