How To Find & Keep The Best Freelancers Online

Working with freelancers gives you access to a diverse pool of talent and the flexibility to quickly scale up or down based on project requirements while saving on long-term labour costs. However, finding and keeping quality freelancers online is a challenge many businesses face.

Whether you engage freelancers on a project basis or they’re an integral part of your day-to-day operations, there are steps you can take to ensure you attract and retain the crème de la crème. This guide will walk you through five essential steps to streamline your search for top-notch freelance professionals and more importantly, keep them. Follow this recipe and you’re bound to be cooking up a successful freelancer relationship in no time!

Step 1: Refine Your Workflow Process

First off, it’s vital to have a well-defined workflow process. Working with freelancers online means you’re unable to show them the ins and outs of your company’s processes like full-time staff. A transparent and well-documented workflow that makes tasks and responsibilities clear is essential. This clarity will not only attract the best freelancers but also keep them around. Workflow documentation should cover: 

• Payment Process 

The majority of freelancers operate as sole traders under an Australian Business Number (ABN) and create online invoices when it’s time to get paid. Making the invoice submission process seamless and hassle-free encourages timely project delivery, boosting overall productivity.

• Project Management

Project management tools like Asana and Basecamp provide a central hub for task tracking, collaboration, and time management. Kind of like a virtual office for freelancers. They ensure effective coordination among remote teams and make the experience of freelancing for your business simple and straightforward. These tools are a business tech investment you shouldn’t hesitate to make.

• Time & Attendance Tracking 

Another great tech investment, time and attendance software creates an accurate record of hours worked, facilitating fair invoicing and ensuring transparency. If you prefer your freelancers to use platforms like Hubstaff, be sure to provide clear instructions on how to get started. 

• Onboarding

Onboarding helps new hires become acclimated to the organisation, understand the expectations and requirements of their role and just feel welcome. Onboarding freelancers should be no different, and platforms like Trainual, Coassemble and Absorb make doing the process remotely simple!

Step 2: Create A Vetting Process

Before we delve into how to keep them, let’s start with where (and how) to find the best freelancers first. As you may have imagined, finding the best freelancers online starts with a solid vetting process. This process will vary depending on your industry and the type of tasks freelancers with be working on, but before you begin your search, make sure you’re clear on the following three things: 

1. Ideal Candidate Profile: Consider what skills, experiences, and traits you’d like your ideal freelancer to possess. This is the yardstick you’ll use to measure each potential hire.

2. Screening System: Create a system that allows you to sieve through hundreds of applicants, picking out the most suitable candidates. This could involve online tests or task-oriented assignments.

3. Work Samples: Ask for work samples and examine them meticulously. This will give you a glimpse into the candidate’s abilities and style. And a candidate with a strong professional portfolio is more likely to be dedicated to their craft than others. 

The COVID-19 pandemic made remote working the new norm and has led to an oversaturation of freelance candidates in certain industries. As a result, many Australian businesses are spoiled for choice when it comes to finding freelancers online, so a vetting process that separates the good from the ‘just ok’ is vital.

Step 3: Develop An Enticing Ad

Now you know what the best freelancer looks like on paper, it’s time to lure them in with an enticing ad. And trust us, something boilerplate isn’t going to cut it here. 

You’re going to need the following things to attract top-notch talent:

• Job Headlines That Stand Out: A compelling headline will make your job ad hard to miss. Make it descriptive, yet succinct, conveying the role and its allure in a few words. Something like “Creative Copywriter Wanted: Flex Your Writing Muscles From Anywhere” or “Remote Graphic Designer: Make Your Mark On The Market”.
• Clearly State What You Need: Freelancers who feel like they’ve succeeded in their role are freelancers who stay. Success starts with being clear about your wants and needs as their employer. Detail the skills, qualifications, and experiences your ideal candidate should possess. This clarity will help to draw in suitable candidates and filter out those less qualified.
  
• Sell The Benefits: Emphasise why a freelancer would want to work on your project. Highlight the appealing aspects, such as flexible working hours, competitive pay, or the opportunity to work on an exciting project.
• Have A USP: Highlighting the benefits of any job position is good, but showcasing its unique selling point is even better. And these USPs don’t even have to be big things. For instance, do you provide invoice templates to make payment processing more efficient for your freelancers? Do you offer free access to online platforms that freelancers would typically be paying for themselves like a ChatGPT pro account? 

The best freelancers know a good job ad when they see one, so take your time with this step to reap bigger rewards down the road. 

Step 4: Know Where To Look 

The internet is awash with freelance platforms, and navigating them requires a good understanding of what each has to offer and aligning that with your specific needs. Whether you need a web developer, a copywriter, or a digital marketer, some platforms will naturally be more appropriate than others. 

Here are a few recommendations to get you started:

• General Freelance Platforms: Websites like Upwork, Fiverr and Guru attract a wide variety of freelancers. They’re perfect if you’re looking for diversity in your applicant pool or require multiple freelancers with individual skills.
• Niche Platforms: These are sites specific to certain industries, such as Toptal for tech and engineering professionals or Contently for creatives. If you’re after specialised talent, niche platforms are the way to go.
• Professional Networks: Don’t underestimate the power of social media. If you have a robust LinkedIn profile, for instance, you may be able to find qualified freelancers via your first or second level connections. 

By investing a bit of time and thought into selecting the right freelance platform, you can streamline your search and significantly increase your chances of finding the perfect freelancer who will meet and even exceed your project expectations. So, don’t underestimate the importance of knowing where to look in your journey to engaging top freelance talent.

Step 5: Communicate Early And Often 

Now you know where and how to find the best freelancers, how do you keep them? There are many ways to answer this question, but in my experience, communicating early and often is one of the most effective strategies. Communication is the glue that holds the employer-freelancer relationship together. It not only sets the stage for a harmonious partnership but also paves the way for consistent high-quality output. Here’s how to make communication work to your advantage:

• Set Clear Expectations from The Get-Go
  Before your freelancer starts, clarify the project’s scope, deadlines, payment terms, and communication channels. Transparency fosters trust and ensures you’re both on the same page.
• Provide Regular Feedback
  Give constructive feedback throughout the project to guide your freelancer. Positive reinforcement encourages good work, while constructive criticism can help to rectify issues early.
  
• Stay Open to Queries and Suggestions
  Encourage your freelancer to ask questions or make suggestions. This open dialogue can lead to a better project outcome and strengthen your working relationship.

The end goal is to create an open dialogue where ideas can be shared, questions can be asked, and any potential issues can be nipped in the bud. This approach forms a strong foundation for a successful long-term working relationship.

And there you have it! The secret sauce to finding and keeping the best freelancers online. Follow these five steps and you’ll soon be reaping the rewards of a talented and dedicated freelance workforce. The road to success in the freelance world is not always straightforward, but with a bit of planning, patience, and clear communication, the journey can be remarkably rewarding. Good luck!