Optimise the freelance hiring process in 4 steps

Optimising the freelance hiring process is crucial for companies that regularly engage in hiring freelancers. The process can often be complex and time-consuming, potentially leading to inefficiencies and high costs if not well-organised. In this article, we discuss some tips and best practices for optimising the hiring process for a flexible workforce.

What is a flexible workforce? 

The “flexible workforce” refers to a group of temporary or external workers that an organisation can utilise to meet changing operational needs. These workers are not permanently employed by the organisation but are usually hired through temporary work contracts, staffing agencies, secondment agencies or freelance contracts.

The flexible workforce is intended to help organisations manage surges in labour demand, respond to market changes, or execute temporary projects. It enables organisations to quickly react to changing needs without the obligation to hire or maintain additional full-time employees.

Steps to optimising the hiring process

When working with external workers, there is a hiring process involved. A complex but important process. The following steps help to make this easier.

1. Centralise the hiring process

One of the most important steps is to centralise the process. This means that all requests for interim workers are made through a single central point. This can be achieved by setting up a central hiring team or procurement department responsible for the entire hiring process. By doing so, you can streamline the process and eliminate unnecessary steps and intermediaries, thus reducing turnaround time.

2. Use an MSP or VMS

Another way to optimise the hiring process is by using a Managed Service Provider (MSP) or a Vendor Management System (VMS). An MSP is an external organisation responsible for the entire hiring process, including sourcing, screening, selection, contracting, onboarding and billing of external workers. A VMS is a software platform that streamlines and automates the hiring process. It provides insight into the availability of external workers, generates reports and allows for quick responses to changing organisational needs.

3. Collaborate with reliable partners

Working with reliable partners is essential for optimising the hiring process. This means collaborating only with suppliers who are reliable and meet your quality and performance criteria. It is crucial to have a good contract in place with clear agreements on rates, delivery terms, billing, and quality assurance. By working closely with reliable partners, you can improve the quality of the services provided, shorten lead times, and control costs.

4. Standardise your processes

Another aspect is standardising processes. This means implementing a set of standard procedures applicable to all interim staff you hire. This includes drafting a standard application form, defining qualification criteria, establishing a standard contract, and defining the onboarding process. By standardising your processes, you can increase efficiency.

How long can you hire a freelancer?

So as a business owner or project manager, hiring a freelancer can be an attractive option for temporary or specialized projects. But how long can you actually hire a freelancer? Basically, there is no specific legal limit to how long you can hire a freelancer. It is up to the client and the freelancer to agree on how long the assignment will last. This can range from a few hours to several months or even years. It depends on the nature of the project and the client's needs.

Contractual agreements

Still, it is important to note that hiring a freelancer for an extended period of time can lead to employment law issues. In some cases, the client may be liable for paying social security contributions and taxes if the relationship between the client and the freelancer is more like a traditional employer-employee relationship. This can occur if the freelancer is considered a false self-employed person.

To avoid this, it is important to make clear agreements about the nature of the relationship between the client and the freelancer. This may include agreements on the duration of the assignment, the freelancer's duties and responsibilities, and payment in a contract. Also consider the option to terminate freelance services at any time. In some cases, this can provide the flexibility needed for projects with uncertain end dates or changing requirements. Make sure the agreements with the freelancer allow for this and that there are no hidden costs associated with ending the collaboration.

Hire freelancer or temp

Hiring a freelancer? The best way to do that is through Striive. Want to know how we can help you optimize your hiring process? Contact us and we'll tell you all about it.