Top 6 ways to get more value from Freelancers
Over the years I’ve worked in full-time roles hiring freelancers and as a freelancer myself for agencies both big and small. In that time I have had many great experiences working with some fantastically talented people. Nevertheless, often due to time pressure and lack of preparation, getting the most out of a freelancer relationship can be at best, hit and miss. This simple 'Top 6' is a collection of the best ideas and approaches I’ve come across to help you get the most out of your freelance resource.
1. Set out your terms clearly
All too often the contract terms are unclear and the early discussions beat around the bush. The ‘money' discussion is one of the more awkward conversations we have, but it doesn’t need to be that way. Being upfront and clear about your work terms and what you’re willing to be flexible on, can save both parties a lot of time. The earlier terms are agreed the sooner the focus can move to the important thing: the job at hand.
Here are some things that should be considered early on when engaging a freelancer;
How long is the contract likely to be?
What's your budget?
Will the freelancer be considered an employee or a contractor?
Will superannuation be payable?
When will invoices/ salary / super payments be made?
Is attendance at your workplace mandatory or can work be done elsewhere?
What are the expected working hours?
2. Negotiate Rates
Most freelancers go through cash-flow 'dry patches' from time to time, and may well be open to negotiation regarding their rates. If you can legitimately offer ongoing work, a clearly defined skill requirement, a straightforward brief, a long contract or the prospect of a continuing relationship, you will have a strong negotiating position, especially with more experienced and senior freelancers who may have a flexible rate-card already prepared.
3. Create an induction process and pack.
This is on many agencies ‘to-do’ lists for their new permanent staff, yet never seems to be created for temporary staff whose time is a lot more expensive and needs to be utilised more efficiently. When induction processes and packs are done properly they are a great time-saving device that minimises the amount of time wasted by your freelancer on things unrelated to the work at hand. Presenting an induction pack provides an opportunity to project your company's values and culture. You might do it over coffee in a local café, and include the freelancer in usual office social events such as a Friday beer.
Here are some things to include in your induction process and pack;
Who's their go-to person if they have a question or need assistance
Passwords and login details
Where to find IT support
Company philosophy, policies and processes
An agenda &/or project timetable including scheduled milestone meetings and check-in's
An organisation chart, including who they’ll be working with, sitting with and reporting to
Office layout; the kitchen, bathroom, stationery cupboard
What systems and software you use and how to use them
Examples of timesheets and other paperwork like; NDA’s, Super Forms and payment details
Where to grab some lunch or a coffee
4. Be Prepared
Freelancers are often brought in last minute to fill a resource gap, and sometimes some disorganisation is unavoidable. However, having your freelancer as prepared as possible to hit the ground running is one of the most important things you can do to get the most out of them. Most freelancers will be happy to read through any preparation and background material you can provide before the start date. This will save time and give the freelancer a chance to get answers to any questions they might have in advance.
Ensuring that the freelancer has all the relevant and accurate information they need is the key. To help with this, make sure you have the right people available either face to face or by ‘phone for an effective briefing or handover. This will be vital to answering any unexpected questions and to ensure that correct information is provided from an authoritative source that the freelancer can rely on. Have a prepared brief or handover notes. It sounds simple enough but poorly written and thought out briefs and notes result in misunderstandings and work proceeding from a bad foundation. Re-work causes frustration all around and costs a lot of time and money.
5. Don’t pigeon-hole
By their nature freelancers often work in a wide range of agencies, giving them a diverse set of skills. So unless you're after a specific specialist to complete a job, you may have an opportunity to use this to your advantage by finding out what else they can do. You might even be surprised to find that you have a secret weapon sitting in your office going unused. Understandably you’ll want to approach this with caution, because an ethical freelancer will protect the intellectual property of all his clients, including you! But getting to know your freelancers a little better and testing the limits of their skills may result in a better ongoing relationship with a trusted supplier who understands and already works well with your company and staff, suppliers and clients.
6. Get Feedback
Given that freelancers are working in a range of companies, many of whom are likely to be direct competitors of yours, they are some of the best-placed people to know how you compare to others.
It is useful to ask your staff what they think of things like company culture, your brand and its values, as well as what strengths, weaknesses and potential opportunities your company might face, but their opinions will inevitably be coloured with the politics and social dynamics of your company. So, freelancers are uniquely positioned to provide impartial and honest feedback about your company and brand.
