Partnering with freelancers has become a widespread practice over the past few years and is now essential in most large companies. While this form of work aligns with current changes in the world of work and is bound to grow, it still remains new or unfamiliar to some managers. So, how can companies ensure smooth collaboration with freelancers?
There are best practices that can make collaboration with freelancers truly successful. While freelancers are external to the company, they are not peripheral, as one might think. A good initial integration will ensure a more productive, long-term collaboration. Below, we outline the best practices and key mistakes to avoid when integrating a freelancer into your company.
Best practices for integrating a freelancer into your company
Prepare the freelancer early
The interview is a crucial step in integrating a freelancer. Whether remote or in person, it’s important to highlight the meaningful role the freelancer will play within your organization. Their contribution matters financially, professionally, and on a human level. The discussion must be transparent, and the freelancer should leave the meeting with clear answers and ready to begin their mission.
You should define the freelancer’s responsibilities and show your commitment to integrating them into the team. Signing the contract should be done in a climate of trust. This is a key moment where the freelancer should be welcomed just like any employee. The first conversations are critical to outline the scope of the mission, the resources needed, and the client’s expectations. Physical and non-physical resources should be clarified early so the freelancer can build their budget, timeline, and gather the information required to deliver.
Prepare for their arrival
Once the freelancer is hired, they are ready to start. Gathering their feedback during the first week is essential for building a transparent and long-term relationship. These early insights can help you immediately spot any roadblocks and improve collaboration.
If possible, consider organizing a lunch with the freelancer to discuss their impressions.
Provide the freelancer with all necessary tools: software, communication channels, equipment, onboarding materials, contact lists, internal directories... Even the smallest details can make a difference.
Communication is key to success. You can set the frequency of check-ins based on your needs, aiming for a balance between autonomy and guidance. Internal employees must also understand how to work with freelancers and how to integrate them into the organization. Creating real cohesion is vital. Avoid forming two silos: one for full-time staff, and one for external contributors. The more your team connects with freelancers, the more effective the collaboration will be.
Provide support
You can appoint someone internally as a “Freelance Manager” to regularly check in and gather feedback. Alternatively, hire a Chief Freelance Officer fully dedicated to supporting freelancers on their projects. This new role is rapidly emerging.
Communication is the foundation of success. Make sure active contracts are being tracked and renewed when needed. Express your expectations and acknowledge the freelancer’s achievements.
Integrate the freelancer into company life
On a less formal note, organizing in-person meetings over lunch or during a workshop can help build stronger relationships. If meeting weekly isn’t feasible, invite the freelancer for lunch monthly or on a recurring basis. These gatherings offer a space to discuss sensitive topics that might not surface in emails or video calls.
Set up collaborative tools
When working remotely, freelancers may use tools like Google Docs, Google Drive, Slack, Jira, Jenkins, or DropBox. Properly organizing these resources helps both sides work efficiently and communicate smoothly.
Mistakes to avoid when integrating a freelancer into your company
Using traditional onboarding methods
One common mistake is not adapting the onboarding process to suit a freelancer’s working conditions. They may not be physically present in your offices depending on what was agreed in the contract.
Lack of communication
Any form of communication is valuable. Remote work increases the risk of miscommunication. Freelancers should feel comfortable asking the same question more than once if they need clarity. Reactivity is also key. Delayed responses lead to project delays, which impact the client financially.
Treating the freelancer as “external”
The freelancer is a part of your organization for the duration of their assignment. They represent your brand and values remotely. They should embrace the company culture. Just like your employees, freelancers should leave with a positive image of your company, as they act as ambassadors during their missions. If they are located abroad, they carry your brand reputation into their local network.
Forgetting invitations and communications loops
This is a common mistake to avoid.
Conclusion
Integrating a freelancer and ensuring their well-being will only benefit your company. It will encourage them to collaborate with you again and share a positive impression of your business, which may attract other talented freelancers.
The biggest challenge is internal: making sure employees accept freelancers as part of the organization rather than seeing them as outsiders. Promoting best practices and avoiding these mistakes (our list is not exhaustive) will help you build a successful relationship and explore new projects together.
