How do you coordinate a bunch of freelancers?

Published By
Alina Olkhovska
Published On
September 12, 2023

A few benefits of working with freelancers

Outsourcing to freelancers can be a cost-effective way for businesses to obtain specialized skills and complete specific projects. This is because freelancers offer a wide range of services in various fields where they have expertise and can help businesses accomplish their goals without having to hire full-time staff.

Freelancers also provide flexibility in terms of location and availability, which can be very helpful for companies with varying workloads, strict deadlines, or different time zones. Since freelancers operate on a project basis, firms can cut expenses by only paying for the job that is actually done, as opposed to agreeing to pay a full-time employee’s wage.

However, it is essential to establish clear communication and expectations when working with freelancers. As the business owner, you must take an active role in managing the freelancer, setting clear deadlines, and providing feedback on the work submitted. Establishing a clear communication process from the start can help ensure that both parties are on the same page and that the project runs smoothly.

Outsourcing to freelancers can offer many benefits for businesses, including cost savings, specialized skills, and flexibility. In order to get these benefits and receive the final project completed to the highest standards, you should stay proactive in managing the relationship with freelancers.

Tips to help manage your team of freelancers

To manage your freelancers efficiently, it’s important to establish a clear structure. Below, we have gathered some tips on how you can set up an effective content writing process with your freelancers, starting from prior to the project all the way through the post-project stages.

Prior to the project

Hire based on fit, not fee

While it’s tempting to choose the cheapest freelancer you can find, you don’t want to sacrifice the quality of your content. That’s why you should look for freelancers whose skills and experience match your project requirements, and who have a track record of delivering high-quality work. Don’t be afraid to ask for references or samples of their work to make sure they are the right fit for you and your project as this will not only improve your results but also make the managing process more effective.

Provide clear briefs and instructions with expectations

Once you have found the right freelancers, be clear about your expectations and project requirements, including your goals, target audience, deadlines, and any specific deliverables you need. Also, outline your communication plan and how often you’ll check in and have regular meetings.

Start with fewer freelancers and scale later

When in doubt, start with fewer freelancers and scale up, especially if you are new to managing freelancers or working with a new team. Starting with a smaller team will allow you to build trust and develop a good working relationship with your freelancers and add more as the project progresses. Scaling back if things aren’t working out, on the other hand, is more challenging.

Right before the rollout. How to prep freelancers for a new project

Establish an effective onboarding process

To provide your freelancers with all the necessary information, you need to establish an effective onboarding process. When onboarding freelancers, you should once again communicate the project goals and expectations, including deliverables, deadlines, and any specific requirements so that they understand the project and their role within it. Also, the onboarding process includes getting familiar with your brand and target audience so make sure you effectively communicate this to your freelancers to ensure they can produce content that appeals to your potential customers and keeps your brand’s voice.

Additionally, setting up regular check-ins and milestones can help keep communication flowing and ensure that the project is on track, as well as providing access to any necessary tools, software, or resources can help the freelancer get up to speed quickly and start working efficiently. Create a project schedule that includes deadlines and milestones as it will help your freelancers understand what is expected of them and when. This will also help you keep track of the project’s progress and ensure that everyone is on track to meet their goals.

Provide proper documentation

It’s essential to provide your freelancers with any relevant documentation they may need to complete their work, such as brand guidelines, design specifications, or any other relevant information to save time and prevent confusion down the line.

Streamline communication

We have already mentioned that communication is crucial when managing freelancers, particularly when working with remote workers. Therefore, it is essential to provide clear communication channels and regular check-ins to ensure everyone is on the same page and to track progress. There are various tools available for staying in touch with your freelancers and managing tasks, such as Slack, Trello, or Asana.

Project in progress

Assign tasks and set clear expectations

When assigning tasks to your freelancers, make sure to provide clear details about the task and the level of quality expected. Also, ensure that the freelancer acknowledges the tasks and responsibilities that come with meeting project goals by a deadline.

Monitor progress and consider time tracking

While it’s important to give freelancers the freedom to work on their own, keep tabs on their progress by scheduling regular check-ins or status updates. You may also consider using time-tracking software to better understand how long specific tasks take and adjust deadlines for future projects.

Use project management tools

Project management tools like Asana, Trello, Click Up, Jira, and Instagantt can help you manage your freelancers more efficiently by providing a central hub for all project-related information, including deadlines, deliverables, communication, and feedback.

Avoid micromanagement

Avoid micromanaging your freelancers by providing clear guidelines, expectations, and goals, but allowing them to use their own approach to achieve them.

Assess if you want to continue together

After the project is completed, take time to reflect on the freelancer’s performance and provide specific and constructive feedback for the future. Remember to deliver the feedback respectfully and professionally, highlighting what went well and areas for improvement.

Follow-up and Next Steps

Assess if you want to continue working with the freelancer based on the quality of their work, communication style, and how well they met your project requirements. If you decide to continue working, discuss next steps such as setting up a new project, discussing project timelines and deadlines, and outlining any changes or adjustments to the working arrangement. This will help ensure everyone is on the same page and can move forward with clear expectations and responsibilities.

Keep in Touch

Finally, it’s important to keep in touch with the freelancer even if you don’t have any immediate projects but were really satisfied with their previous work and want to continue working together. Staying in contact can help build a strong working relationship and make it easier to collaborate in the future so you can just send an occasional email or check in on social media.

Final word

In conclusion, coordinating a group of freelancers can be a challenging task, but it is possible to manage them successfully by implementing a few key strategies that also help to receive excellent quality content that meets all your requirements. First, it is important to clearly define the project scope, timeline, and expectations upfront to ensure that you and your freelancers are on the same page. Be sure to establish a clear communication process, whether it’s through email, messaging apps, or project management software, as well as set up regular check-ins, track the progress, and provide feedback throughout the project to help keep everyone accountable and on track. Finally, it’s essential to establish a system for tracking progress, managing deadlines, and resolving any issues that may arise. Even by outsourcing content to freelancers and managing them, actively participating in the process will help you effectively coordinate a group of freelancers to deliver high-quality work and achieve your project goals!