Building your dream team: Navigating the world of freelancers and contractors

The business landscape has shifted markedly in the last decade, to the point where you no longer need to have an in-house team of full-time employees working for you.

Instead, more and more Australian entrepreneurs, creatives and small business owners are discovering the benefits of assembling a flexible, remote team of expert freelancers and contractors.

Providing them with a smart and cost-effective way to scale up, they can bring in specialist help as required and adapt to the changing needs of their business, without the long-term commitment of taking on a permanent hire.

However, working with independent talent requires a different approach from your office-based colleagues. For a start, you’ll need clear communication, the right systems, and a strategic approach to finding the right people for your brand and vision.

It might seem daunting at first, but when you get it right, the results can be spectacular. Here’s how you can go about building your very own dream team of self-employed professionals you can rely on.

Set up with a contractor management system

If you’re intending to work with multiple contractors or freelancers, then it’s worth investing in a system that will help you to keep everything organised.

A contractor management system like Altora will help you to streamline the entire engagement process, including everything from onboarding and document collection to compliance tracking and safety inductions.

This can be extremely beneficial for Australian businesses that are managing remote or rotating talent. Instead of juggling spreadsheets, emails, and ad hoc contracts, you’ll have access to a centralised platform that manages things like insurance, credentials, and work authorisations.

It’s especially useful if you’re hiring for roles in construction, training, digital services, or event work. Moreover, even if your current team is small, setting up these systems early on will save you time and stress as your business grows and your priorities change.

Why hire freelancers and contractors?

A few years ago, Harvard Business Publishing Corporate Learning published this insightful article about making the most of the talent available in the gig economy.

If this is something you’ve not done before, then you might not realise that hiring freelancers and contractors will give you access to a wider talent pool without the pressure of locking into permanent hires.

This is ideal for small businesses that need expertise and agility, because it enables them to scale up when projects demand it and then scale back in quieter periods. In other words, no payroll stress and no unnecessary overheads.

Additionally, independent professionals often bring specialised skills you may not have in-house. So, whether it’s SEO strategy, app development, interior styling or bookkeeping, freelancers allow you to plug gaps within your organisation quickly and affordably.

Better still, many work remotely and are used to jumping into projects fast. Therefore, this usually results in shorter turnaround times and more efficient workflows.

How to find the right talent

You may be wondering how to go about finding the right freelancer or contractor. Well, the first step is to be clear about what you need.

It’s a good idea to write out a strong job brief that outlines the project, deliverables, timelines and budget. From there, it is worth exploring platforms like Upwork, Fiverr, Expert360, or even Seek for one-off gigs or short-term contract roles. These sites allow you to vet portfolios, reviews and rates, as well as assess candidates based on paid test work before committing.

LinkedIn is another valuable resource to tap into, while Facebook business groups can also connect you with trusted referrals.

If you do find someone you are interested in working with, take the time to conduct a discovery call. This will give you a good idea of what their level of communication is like, provide an insight into their work ethic, and help you decide if they will be trustworthy.

Put clear agreements in place

Before anyone starts working for you, it’s wise to have clear and documented agreements in place.

A simple service agreement should cover aspects like the scope of work, timeline, payment terms, revision limits, and cancellation policies. By doing this, you will protect both parties and set a professional tone for your relationship.

If the project involves sensitive information or proprietary materials, consider including a confidentiality clause or NDAs. Additionally, don’t overlook intellectual property agreements, particularly for brand design, tech builds or content creation. It’s important to make sure it’s clear who owns the work once it’s completed and paid for.

Having everything in writing helps avoid confusion later, especially if expectations change or if multiple people are involved. While it might be extra work, a little admin upfront can prevent misunderstandings that cost you time, money, or even your reputation.

Maintain good communication

When you do engage the services of a freelancer or contractor, it’s essential to maintain good communication with them.

Altora’s online induction platform can help you get them up to speed quickly with your organisational values, expectations, and the work you need them to do. Additionally, project management platforms like Trello and Asana let you easily assign tasks, monitor progress, and set deadlines without having to participate in protracted email threads.

It also might be beneficial to have the odd Zoom call with them to provide feedback or more detailed information on their next project, while Google Drive or Dropbox make it easy to share and access documents and other online materials.

Mistakes to avoid

While freelancers and contractors offer plenty of benefits, there are a few common pitfalls to be aware of. One of the biggest is under-briefing because if you don’t clearly define the project or provide the necessary context, the results may not align with what you had in mind.

Another mistake is undervaluing the work the freelancer or contractor has done for you. Experienced professionals will work for you as if they were an employee, and they expect fair rates for their skills and time.

Essentially, with freelancers, you get what you pay for. So, focusing on hiring those who offer the cheapest rates may result in poor quality work or missed deadlines.

It’s also crucial to respect their process. Most freelancers have established workflows and are very autonomous beings who do not want to be micromanaged.