Many organizations and companies work with freelancers to solve short-term needs. Moreover, the company only pays for the service without specific training and other costs. You have projects would like to work with contractors. So, you check several marketplaces, talk with freelancers, and finally make a decision. Everything is perfect, and you are ready to show the project. HR is the final hero to bring freelancers on board and finish the recruitment process. Here is the detailed onboarding checklist for HR to bring freelancers, independent contractors, and remote workers on board in a short period of time.
What is the onboarding process?
Remember the first day when you start working? You meet other colleagues, get your computer, and try to remember all of the important things at once. That’s the onboarding process. Onboard is the process for the new team members to get familiar with the company culture.
Do outside professionals also need the same onboarding process?
How about the freelancers, contractors, and contract workers? Do they also need a special onboard process? Of course, they do, but they do not need the same onboard process as a regular employee. The whole process can be short for them to understand the details quickly. So they can deliver high-quality work. Meanwhile, HR has essential information to finish the process.
The benefits of the onboard process
- Smooth cooperation: The onboarding process is important especially when working with new freelancers. At the beginning of cooperation, we need some trial and error to reach the perfect balance. During the process, you know more about freelancers and have time for reaching the right working speed and have smooth cooperation.
- Better quality work: The freelancers can provide the finished work that aligns with your need once they have essential detail. For example, you need content for social media. The copywriter can deliver the perfect content that aligns with the tone of voice with a brand book or guidelines.
- Better engagement and communication: With technology, we can work with people even on other sides of the world without seeing them in person. A good onboard process sets a better communication channel and frequency at the beginning. So both sides know how to reach each other and have better communication.
1. Contact details
Get the contact information is the first step but easier to get forgotten This is especially important when hiring freelancers in different time zone. As you cannot just walk toward them like meeting other colleagues. Moreover, you can save the contact information for the next project. Next time, you can reach them directly than going through marketplaces. In simple, you need the following details.
- Full name
- Communication channel: There are various communication channels like Slack, Skype, email, Team, platform, and even phone number.
- Suitable time to talk
- Skill: This one is easier for you to remember a particular freelancer when you need to contact them in the future.
2. Contract and legitimation document
Signing a contract is essential for every cooperation. We recommend that you always start cooperation after exchanged signed contracts with freelancers. The contract protects both your right and include every condition for getting payment and the finished work. Once you agree on essential detail, remember to save a signed copy in one place, so you have access to them anytime.
3. Agreement
You may need freelancers to sign a non-disclosure agreement or copyright transfer form for some projects. To have the right to use the finished work, the copyright transfer form is essential. Without the form, you will need their permission every time when you use the project. Or you can use a work-for-hire contract with the placement of the work.
4. Payment term and condition
Payment is always the most complicated and critical part of team management. The independent contractor wants to make sure that they will get paid after they deliver the finished work. You want to sure that you have the finished work in the way you agreed. During the process, set it clear how they will receive the money and the timing. You can put those details into the contract.
- Deposit: Usually, the employer sends a small amount of fee(10-20%) at the beginning of cooperation.
- Deadlines for sending deposit and the rest of the payment: When the accounting department will send the payment to them, in which way, and currency.
5. Introduction
Time to introduce your company, needs, industry, core values, and expectations to the remote worker. During the introduction, clearly state the need and exception of the work. For example, you need a 500 words article from a copywriter. Provide the topic, keywords, and requirements of the article. With clear instruction, they can deliver the work in the way you need.
6. Online resource
Sometimes, it is easier to forget the contractors cannot access the same resource as full-time employees. Share the essential resource at the beginning can avoid wasting time. Do you have any special online tools and software that they need to use? Like the previous work sample so the new work can align with the same tone of voice, group email address to reach you.
7. Feedback
The last thing is the channel for providing feedback. To have the perfect work, you may ask for some modifications. Quickly inform freelancers who will provide regular feedback on their work, and contact them for modification. Also, you can ask the contractors if they require add-on fee for extra modification.
8. Work permit
The recruitment process needs to abide by the regulation. It is essential to know the freelancers have the right to work legally. Before start working, quickly ask the freelancers if they have the right to work, such as work permit and so on.
9. Bonus: an easier way to work with freelancers around the world
Working with contractors can solve the short-term need and have the perfect work quickly. However, some processes may take longer or harder than you expected it. With Useme, the employer saves time from forming the contract, and we take care of the paperwork for freelancer and employer. Moreover, the employer will receive a VAT invoice for the assigned project. We have the security transaction for protecting the payment and work.
If you know how to manage freelancers, then onboarding helps both of you work more effectively. With an excellent onboard process, both you and freelancers understand every detail and have the finished work that fits your requirement. With contact information, you know when and the best way to reach them. With this onboarding checklist, now you are ready to bring them on board and start working!
