What is a Freelancer Management System – and Why You Need One

YourBau AGILE WORKING MADE SIMPLE What is a Freelancer Management System – and Why You Need One

Businesses of all sizes – and across all industries – are benefiting from the freelance economy. It provides a flexible contingent workforce to tackle major new projects, a temporary uptick in workload or specific tasks you simply don’t have time for right now. And you don’t have to worry about being over-staffed once projects have been completed.

Problem is, most people instantly think they’ll manage everything on a spreadsheet. After all, it can’t be that hard, can it? This might be fine if you only work with one or two individuals, but it can turn into a nightmare once your team of freelancers grows.

A spreadsheet can accidentally get deleted, corrupted, edited, or an incorrect formula can lead to mayhem. Spending hours correcting spreadsheets or looking for misplaced timesheets isn’t the best way to get work done.

A better Freelance Management Solution

With a freelancer management system, these kinds of mistakes are unlikely to happen plus it supports businesses in a whole host of other ways which we’ll look at shortly.

Q – ‘So, what is a freelancer management system exactly’?

A – At the simplest level, it’s a software system that allows you to search, hire and manage talent, as well as track projects, budgets and pay invoices.

The data is stored securely in the cloud, where everyone with authorisation can access it from a laptop or mobile that’s connected to the internet. It provides businesses with a consistent process that helps them stay organised, productive and compliant.

Q – ‘That’s great, but do I really need one’?

A – It’s a valid point. So, let’s take a deeper dive into the four core areas where a freelancer management system can help organisations to systematise the outsourcing process – and why that’s important.

The Four Pillars of a Freelancer Management System

Most outsourced projects will go through a specific lifecycle: recruiting/on-boarding, people management, project management and financials, including everything from budgeting to invoicing.

Here, we’ll highlight how using a freelancer management system will benefit the business during each stage:

1. Recruiting and On-boarding

How much time do you waste trying to find freelancers and then on-board them? Are all your on-boarding documents in one place and easily accessible? Is the on-boarding process consistent across the business? Do you even have a proper on-boarding process in place?

With a freelancer management system, you create your customised on-boarding procedure and documentation templates. The same process and templates can then be used by everyone which saves time, avoids reinventing the wheel and acts as a checklist to make sure nothing is missed.

It means all CVs and portfolios are kept in a central location and there’s a consistent vetting process. This includes obtaining proof of address, bank details, and any rights to work documentation. Freelancer management systems can be integrated with background checking companies, making sure an individual can legally work. It helps on the GDPR front too, making it easier to comply with data privacy rules. Can the same be said for your spreadsheets? Probably not! And when it comes to hiring and on-boarding, it makes the process straightforward:

  1. Send an email to invite the freelancer to sign up to the platform
  2. The freelancer creates a personal profile in the system and the on-boarding process is triggered automatically from there

It means you can start creating a team of freelancers that your department – or the entire company – can tap into and share. Add a link to your website or social channels and you can invite suitably qualified freelancers to apply to work with you. Done right, this can save you a lot of legwork.

2.    People Management

When details of freelancers are kept in one system you get a precise view of what skills are available – along with any gaps. Being able to search for a specific skill, language, location, or star rating means you can narrow down the best person for your project.  And because they’ve worked with you before, there’s the added advantage that they know your business.

Even if you find you have a skills gap, we use third party integrations with the leading freelance platforms to deliver a talent pool which has over 1.5m freelancers ready to go, helping to speed up the process of finding the right person. After all, the quicker you can get them started, the quicker your project gets completed. It cuts out the need to email colleagues to find out if they know of anyone suitable. Every freelancer your company is working with is already in the system.

There’s also another important factor in using a freelancer management system: knowing which managers are outsourcing, what projects are being outsourced and how much is being spent. It allows you to set them a budget and track activity.

Alternatively, you can have outsourced managers responsible for a pool of freelancers. Or you can grant individuals access, so they have visibility of activity, without giving them manager rights to create projects, approve worksheets, invite other managers to the platform or allocate budget. This gives businesses more flexibility in how they structure their resources dependent on projects, workload and needs.

3.    Project Management

A big benefit is being able to track projects from start to finish. A freelancer management system provides a clear record of the brief, the status of activity, deadlines and budget spent on a project. If a project looks likely to miss a deadline, managers can respond faster to problems, speak to the freelancer and get projects back on track. It helps everyone work better as a team.

When a manager is looking for a freelancer for a specific project, it also allows them to see previously completed projects. Having all past activity in one place makes it easier    to get a better idea of an individual’s capabilities right from within your own platform. Have they worked on similar projects before? How good are they at sticking to deadlines? What projects are they currently working on?

One of the biggest benefits of a good third-party freelancer management system is that new functionality and integrations are being added all the time. This means it will continuously get even easier to manage your freelance teams and all the different activities. The ability to assign tasks, create hubs for projects and communicate with each other through collaboration tools helps everyone to get work done faster.

4. Financials: from Budgeting to Payment

Keeping a close check on finances means making sure that money is spent wisely, and freelancers are paid on time. With a freelancer management system, you know what money has been committed to projects and how much is left to spend.

A freelancer management system provides a consistent process that allows freelancers to complete timesheets, attach notes and submit them to managers to approve or reject. Once approved the freelancer is paid automatically by the system, meaning you just get one consolidated invoice at the end of the month. No need for managers to do anything else.

Automating financial workflows avoids paperwork going astray and there are fewer bottlenecks such as expense forms being left on someone’s desk.  It is a straightforward process – whether it’s raising a purchase order or requesting a budget increase – and quite frankly it means less work all round.

Adding value where it matters

Organisations of all sizes – and industries – benefit from using freelancers. They can help a new business get off the ground, a small business to grow and a large business to manage an influx of work or to take on new contracts.

From sales, marketing and customer services to engineering, IT and agencies, a freelancer management system helps every department and type of business to better manage outsourced resources, stay compliant, get more work done and ultimately help the business thrive.

Want to learn more about how a freelancer management system can benefit your business? https://yourbau.as.me/consultation

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