Working with freelancers has become increasingly popular in recent years, as it can provide businesses access to top-quality work at lower costs. Additionally, working with freelancers offers numerous benefits, such as cost-effectiveness, access to diverse skill sets, and increased flexibility, which can help businesses adapt to changing market demands. 

However, managing projects with freelancers can be challenging, especially for those new to outsourcing. Navigating the complexities of building a successful working relationship with freelancers from various professional backgrounds requires adaptability and effective communication.

In this blog post, we will explore the differences between managing in-house employees and freelancers, essential steps for managing projects with freelancers, and best practices for keeping track of freelancer projects.

Difference between managing projects with freelancers and employees

There are key distinctions between managing in-house employees and freelancers. 

In-house employees typically have long-term relationships with the company, working on multiple tasks beyond just project work. While they may require more training and supervision, they offer benefits such as increased team cohesion, company loyalty, and overall stability to the business.

In contrast, managing freelancers involves a limited, project-based relationship. Freelancers are contracted for specific skills and deliverables, are expected to work independently, and tend to be more autonomous, requiring less supervision. Freelancers have different HR-related requirements from in-house employees, and their work is governed by project contracts. It's also essential to understand the legal and tax implications when working with freelancers versus employees, as misclassification can lead to fines and other liabilities.

Adapting your management style to accommodate these differences is crucial for successful collaboration.

Best Practices for Keeping Track of Freelancer Projects

A smooth onboarding process for freelancers is crucial, as it helps familiarize them with your company values, culture, and any necessary tools and resources, paving the way for seamless collaboration. This can be achieved through clarifying expectations at both ends and fostering a healthy work relationship. 

Here are some of the best practices to keep track of freelancer projects efficiently:

Communicate your project's expectations and KPIs properly

Understanding and communicating your project's key performance indicators (KPIs) is essential for tracking its progress and success. Set KPIs at the beginning of the project and review them regularly to ensure that your freelancer is delivering the expected outcomes and the project stays on track.

To ensure the success of your projects, it is essential to establish clear expectations and clarify project specifics from the outset. This includes determining project deliverables, timelines, and milestones. Providing clear and concise documentation can help the freelancer understand your brand identity, maintain your standards, and minimize confusion. This documentation can include editorial guidelines, coding instructions, or design briefs, depending on the nature of the project.

For example, when collaborating with developers, it is essential to provide a technical guide and have a clear understanding of your project's KPIs and expectations. Ensuring that the developer's code is relevant to the project while also being high-quality, maintainable, and adhering to your company's standards can prevent future issues.

Check in with the freelancer regularly

Regular check-ins are crucial for maintaining open communication with your freelancer. These can be weekly or bi-weekly meetings to review progress, discuss challenges, and ensure the project is moving forward smoothly. Establishing these check-ins allows you to stay informed about the project's status and address any issues before they escalate. 

For example, when working with content writers, one should check in with the freelancers if they are able to meet the writing guidelines and then setting realistic deadlines, and utilizing plagiarism-checking tools can help ensure the quality and originality of their work. The constant check-ins will keep the writers on their toes and help them boost productivity too.

Use Project management, time management and communication channel tools 

Project management tools like Basecamp, Asana, and Trello can help you assign tasks, set due dates, and keep everyone in the loop. Using these tools can improve communication between you and your freelancer, ensuring that your project proceeds smoothly and efficiently. Establishing communication channels, such as Slack, can greatly improve the efficiency of conversations between freelancers and your team, preventing miscommunications and promoting a collaborative environment.

Managing marketing freelancers, for instance, requires regular communication, including weekly update meetings and monthly report discussions. Set clear goals and track campaign success to ensure that your marketing efforts align with your overall business objectives.

Monitoring the time spent on a project is essential for budget management and ensuring timely completion. Use time-tracking tools like Toggl or Harvest to help freelancers record their hours. However, avoid micromanaging or creating an oppressive atmosphere. Focus on fostering a trusting relationship and addressing any concerns, if they arise, from time to time.

Use feedback when tracking work in real-time.

Regular feedback and constructive criticism are vital for the ongoing improvement and success of your projects. Be specific in your feedback while you track the completion of the project tasks. Point out areas that need improvement and offer guidance or resources to help the freelancer address those issues. Express appreciation for their work and acknowledge their achievements to maintain a positive relationship and encourage continued collaboration.

For instance, when working with designers, it is essential to provide clear design briefs and visual references that could communicate expectations effectively. Establish a feedback loop for design revisions with a timeline, allowing open communication and collaboration on design concepts and execution. Do not go overboard with criticism or else the relationship could become strained and untenable. To ensure clarity of expectations when tracking the writer’s work, for example, ask them to write an outline first and confirm the feedback so that there are reduced revisions within a stipulated timeline. Use Google Docs or similar software to see the changes in real time!

Regular performance evaluations and professional development opportunities for freelancers can help them grow and align their skills with your project needs, ultimately contributing to better outcomes.

Track Project Expenses Effectively with Work Deliverables

Project expenses include costs necessary to complete the project and could include:

• Hiring professionals for the project, including freelancers
• Tools and equipment for use during a project,
• Materials required by workers during a project,
• Project management tasks for finishing on time,
• Engineering tasks, including that research and design work,
• Transportation and overheads like office rent and stationery
• Annual salary expected from the project other than profits required to cover other expenses.

When it comes to working with freelancers, an employer usually provides them with relevant work with taxes deducted from wages. Freelancers have initial expenses, especially a laptop, an AC, or other supplies and software for work. Companies hiring freelancers can avoid infrastructure costs and even save on hiring permanent job workers, who are easy to track but extremely costly to sustain.

Segregating project tasks based on freelancers assigned to the project, their rates, and the work deliverables required for the project will ascertain the proper use of the budget. 

Conclusion

Managing projects with freelancers effectively is paramount in today's dynamic and competitive business landscape. Adapting your management style to address the unique aspects of freelance relationships, and grasping the specific needs of various freelancer roles, is essential for achieving project success. Without clear tracking and monitoring of their productivity, it is tough to establish clear expectations with freelancers. One should nurture open communication with them so that they are upfront with their work and track their progress along with the project budget in a streamlined manner.