Best Practices for Working with Freelancers: Your Complete Guide
Everyone knows how important properly structured work processes are, but what to do if your successful project begins to stall and deadlines are running out? Especially when you work with freelancers. Choosing the right contractor can be a turning point in the fate of your business. A clear brief is the first step to success, but it is not enough. Being flexible and understanding the ins and outs of freelancing can save you a lot of trouble. This guide will give you detailed instructions on how to hire, manage, and collaborate with freelancers for maximum efficiency.
Glossary
- 🌟 Freelancer: An independent specialist who works remotely for different companies and performs project tasks without permanent employment.
- 📋 Statement of Work (TOR): A document that describes in detail the tasks, requirements and desired results of the project. A key element for successful work with a freelancer.
- ⏲️ Deadlines: Time allotted to complete the work. Timing is an important aspect of all projects, although it can often change.
- 💰 Payment for services: Discussion of rates and payment terms (fixed amount per project, hourly payment, etc.). Payment terms must be clearly stated.
- 🌐 Freelancer Exchanges: Online platforms where companies and freelancers can find each other. Examples: freelancer.com, upwork.com, fiverr.com, toptal.com, freelancehunt.com, Kabanchik, OLX.
- 📱 Freelancer Social Media Groups: Social media communities (e.g. Facebook, Instagram) where you can find and hire freelancers.
- 🗣️ Recommendations: Ask friends and acquaintances about trusted freelancers. Personal experience and recommendations can be extremely helpful.
- ⚠️ Pitfalls: Possible difficulties and risks when working with a freelancer, such as failure to meet deadlines, failure to meet expectations.
- 💡 Best practices: Tips and recommendations from experts on successfully working with freelancers, including correct drafting of technical specifications, adequate planning of deadlines and objective assessment of results.
- 📈 Cases: Examples of successful and unsuccessful projects with freelancers, for a better understanding of possible scenarios and mistakes.
Who is a freelancer and what do they do
Freelancers can do a wide variety of activities. Personally, I have always imagined a freelancer as a specialist who works remotely and independently offers his services. When I hired my first freelancer, I realized how valuable their skills can be and how profitable this collaboration can be.
Main areas of work of freelancers
Freelancers can work in various fields:
- 🌐 Creation and promotion of websites. I often turned to freelancers to develop web projects, because this allows me to quickly and inexpensively solve many problems.
- 📝 Writing texts to order. We have repeatedly hired freelance copywriters for our blog. Their work helps us fill the site with unique content with minimal time.
- 📢 Targeted advertising in social networks. Freelancers are often better at this than full-time employees. I discovered that experienced specialists can significantly increase the effectiveness of our advertising campaigns.
Advantages and disadvantages of working with freelancers
The main advantage of cooperation with freelancers it's flexibility. I often observe how they can adapt to changing market conditions and the specifics of the project.
Benefits:
- 💼 Schedule flexibility . Freelancers can work at any time, which allows them to quickly respond to urgent tasks.
- 💯 High specialization. It is thanks to deep immersion in specific tasks that many freelancers become real experts in their field.
- 💸 Cost reduction. From my own experience, I am convinced that working with freelancers allows you to optimize your budget, eliminating the constant costs of maintaining full-time specialists.
Disadvantages:
- ⏳ Problems with timing. Freelancers cannot always guarantee deadlines for completing tasks. There were times when I encountered delays and missed deadlines.
- 📉 Quality control. Sometimes it is difficult to control the level of work completion if this specialist works remotely and is not included in the team on a permanent basis.
- 🔄 Compatibility with corporate culture. Some freelancers may not always feel like they are part of a team, which can sometimes make it difficult to collaborate.
Personal experience and recommendations
In my practice there were several bright examples of successful work with freelancers. For example, during the launch of a new project, where I needed to quickly create high-quality content, I hired an experienced copywriter. His work allowed us to prepare all the necessary materials within a month.
However, I have also encountered situations where freelancers did not live up to expectations. For example, in one of the projects the designer decided not to meet the agreed deadlines and disrupted the entire process. In such cases, I always recommend concluding an agreement and clearly stating all the terms of cooperation.
Best Practices Table:
| Practices | Why is it useful |
|---|---|
| 📃 Detailed technical specification | Helps avoid misunderstandings and misunderstandings . |
| 📆 Clear work schedule | Allows you to control the timing of tasks. |
| 📞 Regular meetings and reports | Improve communication and keep the project under control. |
Mistakes when working with freelancers:
| Errors | Why it's harmful |
|---|---|
| 🚫 Lack of contract | May lead to non-fulfillment of obligations. |
| 🚫 Lack of communication | Contributes to misunderstandings and delays. |
| 🚫 Ignoring feedback | Leads to deterioration in the quality of work and project results. |
So, when working with freelancers, I would encourage you to detailed recording of agreements and regular monitoring of the process. I hope my experience and advice will help you build effective collaboration with remote specialists.
If you're interested in more in-depth material on writing copy, check out The Ultimate Guide to Writing Copy for Online Stores.
I am confident that by following these recommendations, you will be able to successfully work with freelancers and achieve excellent results.
How to take into account the peculiarities of working with freelancers
🛤️ The timing of the work does not matter much
From my experience, working with freelancers requires unusual approaches to managing deadlines. Unlike employees, whom you can fine for missing deadlines or require reports on task completion, everything is different with freelancers. The most I could do was not pay for the unfinished work. However, many freelancers easily tolerate the loss of a non-priority order and do not always warn about rescheduling.
The biggest problem is the instability of their work - freelancers take all the orders in a row so as not to sit without work later. I will say more, you need to remember that they work from home, where it is difficult to plan time. As a result, we are faced with a situation where our project may simply fade into the background.
What to do in such circumstances? I would recommend the following:
- 🌟 Find disciplined performers: If a freelancer completes all tasks on time and is always in touch, stick with him with both hands.
- 🌟 Maintain close communication: Communicate regularly with the freelancer, give feedback and monitor the progress of tasks.
If your partner delivers everything on time, warns about problems in advance and is always in touch - hold on to him with both hands. There are very few such remote workers and they are worth their weight in gold.
| Useful practices | Undesirable practices |
|---|---|
| ⚡ Set clear deadlines | ❌ Rely completely on promises |
| ⚡ Maintain constant feedback | ❌ Do not react to changes in deadlines |
| ⚡ Use hourly rates for large projects | ❌ Ignore warning signs |
📜 Be sure to draw up a detailed technical specification
From my experience, this is critically important, since the freelancer interprets any misunderstandings in his favor. To avoid the “this was not specified” problem, always draw up the most detailed terms of reference (TOR).
For example, if I order text for the main page of my online store, I need to indicate the following:
- 📌 Key words and phrases.
- 📌 Text volume.
- 📌 Style and tone requirements.
- 📌 Examples of competitors.
Drawing up a detailed technical specification takes time, but it then pays off handsomely. This will eliminate possible inconsistencies and misunderstandings, and it will be easier for the performer to complete the task exactly according to the requirements.
Detailed technical specifications save time and nerves for both the customer and the contractor.
| Useful practices | Undesirable practices |
|---|---|
| 📜 Compose the most specific technical specifications | ❌ Specify general phrases without details |
| 📜 Check the technical specifications for adequacy and understandability | ❌ Rely on the intuition and common sense of the performer |
| 📜 Provide examples of successful solutions | ❌ Leave the freelancer room for interpretation |
💰 Peculiarities of payment for freelancer services
As for payment, this is perhaps the most sensitive topic. In my first projects, I often wondered: “What if the freelancer disappears with an advance payment?” Experience has shown that the best strategy is partial prepayment and working through special freelancing platforms.
🔒 Some recommendations for payment:
- 💹 Make an advance payment in amount of 50%. This reduces the risks for both you and the contractor.
- 📑 Conclude civil law contracts. Many freelancers already work this way, and this will add security.
- 💻 Work through freelance exchanges. Such platforms provide protection for both the customer and the contractor.
I always recommend starting cooperation with partial advance payment and concluding an agreement. This will save you from a lot of trouble.
| Useful practices | Undesirable practices |
|---|---|
| 💰 Use verified freelancers exchange | ❌ Pay in full for the work until it is completed |
| 💰 Conclude civil contracts | ❌ Ignore legal formalities |
| 💰 Check the contractor's reputation before starting work | ❌ Rely on verbal agreements and promises |
Stories from real life: I once collaborated with a freelancer who, having received 100% advance payment, began to delay deadlines and even disappear for several weeks. After this situation, I began to apply all the recommendations described above, and this significantly improved interaction and reduced risks.
Remember that proper time management, detailed technical specifications and smart payment are the key to successful cooperation with freelancers and ensuring the most efficient work.
For additional strategies and techniques for working with freelancers, I would also advise you to take a look at the article on targeted social media advertising which can help in attracting the right performers for your projects.
Finding freelancers: Exchanges as a great tool
Freelancer Platforms: Key Aspects
Looking for a freelancer for your project? As an experienced specialist, I have often used freelance exchanges and can confidently say that this is one of the best ways to find the right artist. Exchanges like freelancer.com, upwork.com, fiverr.com, toptal.com, freelancehunt.com, Kabanchik and OLX provide excellent conditions for ordering the services of various specialists. I was able to test my effectiveness in practice by implementing many successful projects using these platforms.
At the stage of choosing a contractor, it is important to pay attention to the system of reviews and ratings. I always try to read the comments of previous customers and the freelancer’s ratings—this helps to understand how reliable and competent the contractor is. Also, do not forget about the budget: on exchanges you can often find performers at lower prices due to fierce competition. 🏆
Advantages of freelance exchanges
Some of the main advantages of working with exchanges:
- 💼 Guarantees for customers and performers
- 🛠 Technical and administrative support
- 📈 Large selection of performers for any budget
- ⭐️ Reviews and ratings system
I always evaluate the reliability of a performer based on the ratings and reviews system. When money is automatically transferred to the contractor upon completion of the task, this creates additional guarantees for both parties. Thanks to these features, I can confidently recommend using exchanges.
Exchanges are a market with a proven security system, where every step is controlled.
| Pros | Cons |
|---|---|
| Guarantees for both parties | Limited number of responding freelancers |
| Support and assistance | Service fees |
| Wide choice of freelancers | Competition can be fierce |
Freelancer groups on social networks: My experience and advice
Social networks: How to find freelancers directly
When I decided to reduce brokerage fees, I paid attention to freelancer groups on social networks. There are many dedicated communities on platforms like Instagram and Facebook. I type “freelancing” into the search bar, and dozens of opportunities open up in front of me. 🤝
On the one hand, the beauty of such groups is that relationships with a freelancer can be built directly. Instead of exchange commissions, you pay directly to the artist, which is often cheaper. 💸 However, it is important to be prepared for a careful selection of candidates: personal messages and calls will take more time and effort.
Advantages and disadvantages of working through social networks
Some key aspects that I noticed:
- 📌 Direct communication with freelancers without commissions
- ✅ Opportunity to leave a review in the artist’s profile
- 🌐 Large selection of specialists in different price categories
The benefits are obvious, but there are also risks. The lack of guarantees of work completion, the possibility of stumbling upon an unqualified specialist—all this imposes additional checks and obligations. Therefore, I strongly recommend using social media with caution, checking previous work and respecting the employment contract.
| Pros | Cons |
|---|---|
| No fees for services | No guarantee of work done |
| Interaction directly with a freelancer | Difficult to understand the level of competence |
| Wide choice of performers | A more complex search process |
Recommendations from friends and acquaintances: Proven path
Personal Recommendation as a Reliable Method
Over many years of work, I have come to the conclusion that one of the most reliable ways to find a freelance executive is to visit your circle of friends and acquaintances. 👫 My colleagues and business partners often made recommendations on designers and programmers with whom they had successful experience. This helps to avoid many risks and choose a trusted specialist.
Pros and cons of personal recommendations
This method has its advantages:
- 🥇 Verified level of performer
- 📞 Direct contact with freelancer
- 💬 Opportunity to negotiate flexible payment terms
However, there are also pitfalls here. The specialist may be overworked or require higher pay.
Personal recommendation is double trust: both from the one who recommends and to the one who is recommended.
| Pros | Cons |
|---|---|
| Reliability of the performer | May be more expensive than on the exchange |
| Personal contact | Dependence on the freelancer's workload |
| Flexibility of payment terms | Complex Search Process |
Bottom Line: Choosing the right method depends on your priorities. I often use a combination of different methods to get the best results. Through exchanges, I found great copywriters and programmers, and recommendations from friends helped me establish long-term working relationships with designers. 🛠
In this chapter, I offered you my ways of finding and working with freelancers from personal experience. I am sure that they will help you in choosing the right specialist.
How to find and keep a good one remote contractor
Finding an excellent contractor who will perform tasks remotely turned out to be much more difficult than it seemed at first. However, I can confidently say that this is quite possible if you approach the process wisely and pay attention to detail. I have identified several key steps that have helped me not only find, but also retain top-notch talent.
Defining Selection Criteria
📌 The first step is to clearly define what tasks you plan to assign to a freelancer. I personally always draw up a detailed technical specification, describe the requirements and clearly state what skills and experience I need to perform a particular job.
📚 Example: When looking for a copywriter to write SEO texts, pay especially close attention to the portfolio and completed projects. I always check texts for uniqueness, literacy and compliance with given topics.
Finding platforms and tools
🔎 The next step is to choose the right platforms to find freelancers. Personally, I prefer to combine different platforms such as freelancer.com, upwork.com, fiverr.com, toptal.com, freelancehunt.com, OLX, Kabanchik and specialized forums or groups on social networks. Don't forget to look at reviews and ratings of performers.
Interview process
📅 During interviews, I always ask questions that help reveal the candidate’s independence and responsibility. It is important to understand how a potential performer plans his time and manages personal projects.
For example, I often ask about times when a performer had to work under urgency or time pressure. This helps to understand how a person copes with stress and whether he knows how to prioritize correctly.
Evaluation of first works
📝 At the initial stage of cooperation, I always give a test task. This is necessary to assess whether the freelancer is able to complete tasks to the required quality and within the planned time frame. I recommend discussing and clarifying all the details before starting work to avoid misunderstandings.
🏆 Example: One of the successful cases is hiring a designer to work on a mobile application. After successfully completing the test task, I was convinced that the designer understood all the requirements and was able to make excellent suggestions for improving the interface, which increased the quality of the product.
Maintaining Long-Term Collaboration
👏 I believe that a key aspect of successful collaboration is maintaining open and honest communication. Regular meetings and discussions of results help avoid misunderstandings. Personally, I try to motivate and support performers by offering bonuses for successful projects and flexible working conditions.
Basic mistakes and pitfalls
❗ One of the main lessons I learned is - You cannot skimp on quality services. In an effort to save money, you may encounter poor quality work and missed deadlines. I encourage you to vet candidates carefully and not be afraid to invest in qualified individuals.
Best Practices
📋 I highly recommend the following:
- 📈 Analyze artist's past projects and their success.
- 📩 Constantly keep in touch with and discuss expectations.
- 💼 Create comfortable working conditions and motivation for freelancers.
Here is a short table of the main recommendations:
| What to do | What not to do |
|---|---|
| Select candidates carefully | Ignore reviews and ratings |
| Conduct test tasks | Assign large projects at once |
| Stay in constant contact | Turn a blind eye to poor communication |
Thus, I have become convinced that the right approach to finding and collaborating with freelancers can significantly increase work efficiency and bring long-term benefits to the business.
Empik Company Experience
Company Empik is one of the largest retailers in Poland, providing a wide range of products and services such as books, music, films, games, electronics and accessories, as well as offering a special range of digital services. The company's main goal is to become a leading distributor of cultural and entertainment products throughout the country.
Main goals and objectives of the project
The goal of the project was to improve the company’s online presence through recruitment additional staff and creating quality content that would attract the target audience and retain customers. Key objectives included:
🎯 Increasing organic traffic to the site
🎯 Increasing the level of interaction with clients
🎯 Increasing the conversion of visitors into buyers
🎯 Promoting new products and services
Main Problem
Empik had difficulty maintaining a constant stream of fresh content and publishing it on time. Internal resources were limited, which led to low efficiency in completing tasks.
Characteristics and interests of the target audience
Empik's target audience includes:
📚 Book and literature lovers
🎵 Music enthusiasts
🎲 Board game players and fans
📀 Fans of movies and TV series
💻 Those interested in electronics and gadgets
Key points of interest to potential clients
🚀 Wide range of products and services
🛍 Easy to use site and convenient shopping
🔖 Loyalty programs and discounts
📦 Fast and reliable delivery
Specific results of the project
Empik decided to attract freelancers to create and content optimization, which yielded great results:
"Using freelancers allowed us to increase organic traffic by 200% in six months. We worked with experts who understood our goals, had the right skills, and came up with innovative solutions,” said Agnessa Kowalczyk, Content Manager at Empik.
Results and key achievements of the project
| Indicator | Initial value | Final value |
|---|---|---|
| Organic traffic | 100,000 visits | 300,000 visits |
| Engagement | 2 minutes/session | 5 minutes/session |
| Conversion | 1% | 3% |
The results demonstrated highlight the importance of working with freelancers on large-scale projects. 
Essential elements of successful cooperation
📄 Detailed terms of reference: Empik provided freelancers with clear and understandable requirements, which minimized misunderstandings and allowed them to achieve high content standards.
🕵️ Careful selection of specialists: Based on portfolios and recommendations, the most suitable freelancers were hired.
💡 Effective collaboration and transparent project management: Constant communication and adaptation to changes in market requirements.
Examples of successful and unsuccessful cases
Successful case:
One of the articles about new music albums attracted over 50,000 views in the first month and received a lot of positive feedback from users.
Unsuccessful case:
In the early stages, one of the freelancers did not complete the task on time and some of the content turned out to be irrelevant moment of publication. This highlighted the importance of choosing freelancers with proven experience and good reviews.
Frequently Asked Questions: Best Practices for Work with freelancers: Your complete guide
Who is a freelancer?
A freelancer is a specialist who works freelance and provides his services on a project basis without a long-term employment contract with an employer.
How to hire a freelancer?
To hire a freelancer correctly, you need to clearly define your requirements, write detailed terms of reference and interview candidates.
Where to look for freelancers?
Freelancers can be found on specialized exchanges, in groups on social networks, or through recommendations from friends and acquaintances.
Which freelance exchanges should I use?
Popular exchanges for finding freelancers include freelancer.com, upwork.com, fiverr.com, toptal.com, freelancehunt.com, Kabanchik and OLX.
What pitfalls can there be when working with freelancers?
Pitfalls include missed deadlines, incomplete task completion, poor quality of work, and communication difficulties.
How to ensure deadlines are met when working with a freelancer?
To ensure deadlines are met, be sure to put agreements in writing, monitor the status of task completion, and set intermediate milestones.
What should be included in the terms of reference for a freelancer?
The terms of reference should include a detailed description of the task, expected results, deadlines, evaluation criteria and format for presenting results.
What are the features of paying for freelancer services?
Payment for freelance services often occurs through secure platforms, in increments as work is completed or at the end of the project. It is also important to discuss the price and payment terms in advance.
How to manage a freelancer's work?
To manage a freelancer's work, it is important to communicate regularly, provide feedback, and adjust tasks if necessary. Specialized platforms help you monitor progress.
What advice do experts give on working with freelancers?
Experts recommend carefully selecting candidates, clearly defining tasks, setting realistic deadlines, and maintaining constant communication. Don't forget about motivation and trust in the performer.
Thanks for reading and for becoming wiser! 🤓
Now that you're armed with the knowledge and better understanding of how to hire and manage freelancers , incredible opportunities await you. When I started my practice at Elbuz, I didn’t think that I would be able to understand the intricacies of management so quickly. My projects to launch online stores became successful largely due to my ability to properly coordinate the work of freelancers. As you reap the rewards of your efforts, I encourage you to not be afraid to set ambitious goals and remember that every step towards them is an investment in the future.
Your thoughts? Leave a comment! 🎉
Anna Voloshko, independent expert at Elbuz, turning the chaos of online trading into efficiency choreography. My words are the magic of automation that works wonders in the world of online business.
.gif "Best Practices for Working with Freelancers Your Complete Guide")
- Glossary
- Who is a freelancer and what do they do
- How to take into account the peculiarities of working with freelancers
- Finding freelancers: Exchanges as a great tool
- Freelancer groups on social networks: My experience and advice
- Recommendations from friends and acquaintances: Proven path
- How to find and keep a good one remote contractor
- Empik Company Experience
- Frequently Asked Questions: Best Practices for Work with freelancers: Your complete guide
- Thanks for reading and for becoming wiser!
Article Target
To provide readers with a thorough understanding and practical recommendations for working effectively with freelancers.
Target audience
project managers, HR managers, small and medium-sized business owners, team supervisors
Hashtags
Save a link to this article
I turn the chaos of online trading into the choreography of efficiency. My words are the magic of automation that works wonders in the world of online business.
Discussion of the topic – Best Practices for Working with Freelancers: Your Complete Guide
Provides information on how to properly hire, manage, and collaborate with freelancers to ensure you get the most out of your work. Basic steps, pitfalls and best practices. Examples of successful and unsuccessful cases, as well as advice from experts.
Latest comments
15 comments
Write a comment
Your email address will not be published. Required fields are checked *
.png)
Анна Волошко
First, think about a clear technical specification. Poor technical specification is the main cause of misunderstandings. 🤓 Share, who had problems with this?
James
Oh yes, I came across this. Incomprehensible instructions from the client lead to big troubles. We are trying to use standard templates, but does this solve the problem?
Francesca
James, I agree! From my own experience, I realized that it is better to discuss all the details right away. Anna, what key points should be included in the technical specifications?
Анна Волошко
Francesca, I think it’s worth including goals, objectives, expected results, deadlines and budget. Also, don’t forget about examples and references. 📝
Hans
In addition to technical specifications, it is important to set up regular communication. Do you use special applications for this?
Maria
Hans, yes! We use Trello and Slack. Very useful for tracking tasks and communication. Who else has any tools in use?
Antonio
Google Docs and Asana are also good. Everything can be synchronized and shared directly with freelancers. Does anyone know other good tools?
Grzegorz
All these tools are a waste of time. 20 years ago we managed without them and somehow managed. 🤦♂️
Michelle
Grzegorz, technology has advanced. Everything is made easier thanks to these platforms. Does anyone have examples of successful projects using them?
Олександр
Michelle, our project reached a new level when we started using Jira. It was possible to speed up completion times by 20% thanks to task transparency. 💼
Isabella
When it comes to payment - what are the best practices to use? Has anyone really gotten confused about these issues?
Анна Волошко
Isabella, I recommend business contracts and regular payments. This helps keep freelancers motivated and avoid misunderstandings. 💰
Carlos
Anna, from a freelancer’s point of view, it is very important to discuss all financial issues in advance. Transparency is the key to success.
Sophie
All great tips! What mistakes did you encounter most often? I'm wondering how they can be avoided.
Анна Волошко
Sophie, one of the common mistakes is lack of feedback. It is important to regularly communicate with the freelancer and give feedback on the work. 🔄