Getting ready to start a new mission with a consultant? As the client, it’s your responsibility to ensure the collaboration is a success for both your company and the consultant. With a few simple and effective best practices, you can properly prepare and follow up on the project. Here are all the expert tips to ensure a successful collaboration from day one.
1 – Before the project begins
Administrative setup
To ensure that your freelancer gets off to a good start, you need to make sure that the legal framework is already in place. Checking that all the administrative formalities have been completed and that the purchase order has been processed will help you avoid any unpleasant surprises. It's better to take care of this in advance rather than during the assignment, when you and your freelancer will be busy.
Onboarding
Successful onboarding also depends on equipment. For example, if the assignment is on-site, remember to order the equipment as early as possible to ensure timely delivery or, at the very least, find an alternative solution if delivery times are too long. The same applies to everyday necessities, such as the badge that allows access to buildings or even the office. No detail should be overlooked to ensure that the consultant feels immediately welcome. If you want to go the extra mile, you can also provide a welcome pack. Usually reserved for employees, this will show that you consider them to be a full member of your team, just like your internal talent.
Another tip: review your schedule to assess whether you have enough free time to devote to your consultant. Onboarding is a time when a lot of information is absorbed and many questions come to mind.
Practical reminder
Finally, if the assignment is on a time and materials basis, don't hesitate to send your freelancer an email a few days before they start to remind them of the time and place of their first day's meeting. You can also take this opportunity to clarify the scope of the assignment, its context, and the expected deliverables. If they are new to the company, a presentation of the organization and its culture will help them arrive feeling more confident, as they will be well informed.
2 – At the start of the mission
Work organization
The big day has arrived! Your freelancer is starting their assignment. As soon as they arrive, lay the foundations for your organization by taking their expectations into account. Some will prefer a weekly meeting to discuss their needs and listen to your requests; others will be more inclined to meet twice a week or only twice a month... It's up to you to tailor the follow-up meetings to the tasks requested, their schedule, and yours.
Initial check-ins
Whatever choice you make together, set at least one follow-up meeting at the end of the first week and the first month. This will allow you to gather feedback and quickly make adjustments if necessary, as well as review the past period and share your expectations for the coming weeks. Subsequent meetings will then be scheduled every two months or as requested.
Integration
Of course, a freelancer cannot strictly speaking be treated as an employee due to their status. But that doesn't mean they should feel completely isolated from other employees. During onboarding, provide them with training to master the company's tools, introduce them to other employees, and quickly integrate them into team lunches and after-work gatherings. And just as you would do for a new internal hire, send invitations to those they will be working with so that they can take the time to meet and decide how they will work together.
3 – Throughout the mission
After the first month
During your first weekly meetings of at least 30 minutes, you were able to review the tasks in progress, what has been done, and what can be improved. But now it's time to move on to your monthly meeting with your freelancer. Set aside at least one hour, which is the minimum amount of time needed for everyone to have their say. The aim of this meeting is to leave feeling motivated, thanks to the positive aspects that have been highlighted and the areas for improvement that have been clearly identified.
Recognizing the consultant’s work
If after a few months you are completely satisfied with your consultant's work, let them know! When renewing the purchase order or even during the assignment, you are free to increase their average daily rate (ADR), expand their scope of activity, or increase their responsibilities. Valuing your consultant's work and listening to their feedback on a regular basis will help you maximize their commitment to you. It is important to remember that consultants are demanding, particularly when it comes to the content of the assignment, and that their satisfaction, like yours, will lead to a more lasting collaboration.
Planning ahead
Is the end of the assignment fast approaching? Provide visibility on what comes next, especially if you are planning to continue working with the consultant. The sooner the better for these profiles, which depend on available offers. Informing your consultant as soon as possible will allow them to make arrangements to continue on the same project.
A successful assignment therefore depends on several good habits and good organization. If you want to stack the odds in your favor, LittleBig Connection offers support throughout your project. To do this, LittleBig Connection provides operational excellence and acts as an effective mediator when needed. Thanks to account managers dedicated to each client, there is always someone available to answer your questions and share best management practices. To know more about our solution, contact us here.
