Using Tools To Manage Freelancers

Using Tools To Manage Freelancers

In today’s article, I’ll share a few resources and tools that will make it easy to manage a team of freelancers.

By the way, this is a continuation of another article about the Power Of Outsourcing which can be found here.

OK, let’s look at some useful tools that you can use to get the best out of your outsourced teams.

Cloud-Based Systems

You may decide that it makes sense to use a cloud-based content management system to manage your freelancers.

Asana is an awesome tool for project management as well as managing your team based on tasks and deadlines.

You can find that here:

The benefit of cloud-based systems is that you and your freelancing team can access them from anywhere.

One of the reasons I like Asana is that they offer a free app for users, too.

You can use cloud-based systems to:

  • Grant access to your regular team and freelancers
  • Set up projects
  • Assign work
  • Track progress

In other words, they provide you with an easy way to track and manage multiple projects. They also give your freelancers a place to check in and deliver work.

In addition to Asana, I like Joomla and Monday.

Of course, you can also use something like Google Docs or OneDrive to share files, but they’re not complete content management systems.


OK, now let’s talk about accountability and why it’s so important when managing a team of freelancers. In a healthy working relationship, everyone must be accountable for their work.

With freelancers, one of the best ways to create accountability is to include delivery milestones and deadlines within your contract.

Let’s talk about how that can work.

If you’ve got a short-term project, you may simply decide to give the freelancer a delivery date.

In writing, that might mean that you’d say:

I’ve added two new blog posts to the CMS. Those are due on April 21st by 5:00 Eastern Time.

Of course, you can include the due dates in your CMS as well.

For long-term projects, you should break down deliverables into milestones.

For example, if you hire a freelancer to redesign your website, you might have the following deliverables:

  • Design concepts, including themes, colors, and fonts
  • Home page mockup
  • Full site mockup
  • Beta site
  • Final site

Each milestone should include a due date and a payment.

This method allows you maximum control over deliverables while making it clear what the freelancer’s duties are.

The final element of accountability has to do with the consequences of not being accountable. It’s important to spell out what will happen if a freelancer misses a deadline or milestone.

Your expectations should be spelled out in the contract and reinforced in every interaction you have with your team.

That doesn’t mean you’ll need to mention accountability and consequences every time you speak. It simply means that your actions should always be clear and consistent.

If you communicate well, provide freelancers with the tools they need to excel, and hold yourself and your team accountable, you’ll be able to get the best possible work from the freelancers you hire.

OK, now let’s recap what you need to pay close attention to in order to build a successful team that will take your business to the next level.

Outsourcing Check List

OK, to recap, the things you need to do to build a successful team of freelancers include all of the following:

  • First, identify the work and projects that are suitable for outsourcing and determine where you need the most help. Take your time with this! Don’t even think about hiring freelancers until you know exactly how you’ll utilize their talent and skills to further your business goals.
  • Write a job description that’s clear and compelling, making sure to spell out the qualifications necessary for the job. The more information you provide, the better. Be as direct as possible, including your expectations. This will minimize the number of unqualified candidates that apply for your job, leaving you free to focus on the people who will help you grow your business.
  • Accept quotes and qualify the freelancers who respond, making sure to ask for samples, check references, conduct a Skype interview, and conduct due diligence before choosing your team.
  • Create contracts for every freelancer that outline important terms including privacy, milestones, payments, and termination methods.
  • Ask the freelancer to sign a non-disclosure agreement. Remember, you can do this before you even begin discussing the terms or details of your project. While you’ll need to provide them with a basic outline of the tasks you’re looking to outsource, you don’t have to give specific details until after the NDA is signed.
  • Provide your team of freelancers with the communication, tools, and accountability measures to deliver excellent work. Consider creating a SLACK channel so you can better manage and communicate with your team.

Regardless of how hard we may try to convince ourselves not to outsource, the bottom line is that delegating important tasks to qualified professionals is simply the fastest way to grow your business and skyrocket your income.

There’s another reason why outsourcing is important: when you try to do it all, you’re taking 2 big risks.

The first is that some tasks and projects won’t be done as well as they well as they could be if you had more time, or the necessary training. This could lead to distributing inferior products or low-quality content that won’t help move the needle.

The second risk, and it’s a big one, is that you’ll simply burn out and not be able to stay on top of your market.

No matter how many skills are in your arsenal, or how many years of experience you have, there are always tasks that can (and should) be done by seasoned professionals.  As the old saying goes, just because you can do it yourself doesn’t mean you should.

Well, there is a lot more to be learnt about outsourcing for efficiency; far more than can be covered in this short post, but if you’d like to know more about this, then click on the featured resource below where you can pick up a free report that covers this topic in more detail. Download it, read it and take action 😊

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