How to Hire a Freelancer that You Can Rely on

Congratulations! Your business is growing, but that means that your plate is getting full, and your capacity is being stretched thin. Savvy business owners see this growth as an opportunity to expand their team and bring on help rather than stubbornly trying to push through until they burn out. Have you ever worked late hours or weekends trying to manage your business? We’ve all been there.

But knowing you need to bring on help doesn’t mean you know how to hire freelancers or even if freelancers are the best path forward.

When Should You Hire a Freelancer?

Freelancers aren’t the only option when you’re looking to grow your team. Full-time or part-time employees and independent contractors are other additions you can make, but which is right for your business? Here are a few things to consider:

Pros of Hiring Freelancers

Offers flexibility – Hire only when you need them
Often the most cost-effective option
Access to a specialized skillset without training

Cons of Hiring Freelancers

Lack of control over factors such as what hours the freelancers work
Less integration into your business
Potential availability issues

Hiring Freelancers:
Freelancers are best suited for short-term projects that require specialized skills or when additional resources are needed for a limited period.
Example: Hiring a freelance graphic designer for a one-time project to create marketing materials for a specific campaign.

Pros of Hiring an Employee

More control and oversight over working hours, etc.
More integration into the company
Often more committed to success of the company

Cons of Hiring an Employee

The most expensive option due to salaries, benefits, taxes, and office space requirements.
Hiring an employee requires a more substantial, long-term commitment
Employees may not have the same specialized skillset that freelancers

Hiring Employees:
Employees are ideal for long-term commitments and roles integral to the core operations of the company.
Example: Hiring a full-time marketing manager to develop and execute long-term marketing strategies and initiatives.

Pros of Hiring an Independent Contractor

Offers the same flexibility as freelancers
Often has specialized expertise
May be more committed to building a strong relationship than a freelancer

Cons of Hiring an Independent Contractor

Strict IRS Guidelines
Less control over working hours and accountability
May be difficult to find

Hiring Independent Contractors:
Independent contractors are best for managing complex projects or handling multiple clients simultaneously.
Example: Hiring an independent contractor with expertise in business consulting to oversee and implement a company-wide restructuring initiative while working with various departments.

Budget and business needs will be the biggest factor when trying to fill a role in your company. Ask yourself how much money you can use towards bringing on help and how long you can sustain that cost. Is the role you need to fill ongoing or is it project-based?

If freelancers are the best fit, then it’s time to find the right one to help grow your business.

Where to Hire a Freelancer?

When looking for an employee, you might just toss up a “Now Hiring” sign or put up a listing on a job board, but where can you find reliable freelancers? There are a handful of different ways.

Freelancer Platforms such as Fiverr and Upwork

With the right knowledge, freelance websites such as Fiverr are a goldmine. These platforms offer a vast pool of freelancers across diverse skill sets. You can browse profiles, review portfolios, and directly hire freelancers based on their expertise and ratings.

These sites often offer secure payment systems where funds are held in escrow until the completion of milestones or satisfactory delivery of work. This helps ensure financial security for both parties involved in the transaction. This is a great way to mitigate risk for business owners who are wary of hiring freelancers.

They also provide tools for communication, file sharing, and project management to facilitate smooth collaboration between the employer and freelancer.

How These Sites Work:

Registration: Both buyers and freelancers need to register on the platform. These are the accounts you use to communicate with one another, make purchases, and leave reviews.
Bidding or Direct Hiring: Not all sites are the same. On some, you can post a job with specific requirements and wait for freelancers to bid on the project. On others, you directly reach out to freelancers whose profiles match their needs.
Communication and Agreement: Once a freelancer is selected or bids are received, you should message the seller regarding project scope, timelines, and pricing. The terms are agreed upon before work commences.
Project Execution: The freelancer works on the project and communicates progress through the platform’s messaging system.
Payment: Depending on the site, you will pay hourly, when milestones are hit, or upfront through the site.
Deliverables: Project deliverables will be sent through the website. At this time, you may have the option to ask for revisions before accepting the delivery.

Referrals From Other Business Owners

Networking within your industry or among business circles can be valuable. Other business owners or colleagues may recommend freelancers they’ve worked with, providing firsthand feedback on their reliability, quality of work, and professionalism.

Keep in mind that freelancers are not one size fits all and your expectations may be different from your colleagues. I once took on a freelancer who was recommended to me by a colleague and they used black hat tactics that ended up getting my client’s site blacklisted. It was a nightmare to fix, and a lesson learned.

Remember:
Just because someone is recommended, it doesn’t mean you don’t have to do your due diligence before hiring them.

Hiring Friends or Family Members

This is an option that comes with an added risk because working with friends and family can often cause friction. Your niece may be “good at TikTok”, but does that mean she’s a good fit as your social media manager? That’s not to say that this option could never work out—there are plenty of family-run businesses out there (mine included). Just make sure that you set clear expectations and are communicating your boundaries clearly. Ask yourself how you will feel if the other person doesn’t meet your expectations or becomes difficult to work with.

Working with Matchmaking Sites like Toptal

When you’re looking to hire a freelancer, it’s easy to get overwhelmed by all the platforms and pitches. Specialized networks like Toptal offer pre-vetted freelancers in fields like software development, design, and finance. These networks often have a rigorous screening process, ensuring the quality and reliability of the freelancers they present to clients.

However, because of that, there is also a much smaller pool of available freelancers, which may impact wait times and whether they have experience with your need or industry.

Social Media and Professional Networks

Platforms like LinkedIn and industry-specific groups on platforms like Facebook can be a great place for finding freelancers. Posting job listings or directly reaching out to individuals with relevant skills can yield good results if you’re willing to put in the time and wade through messages from interested freelancers. Since these sites lack the structure of a freelancing platform, it will be up to you to put in the extra work to vet any potential freelancers here. Be sure to ask for examples of their work as well as references that you can contact.

New freelancer platforms pop up every day and if you spend any amount of time on LinkedIn, chances are that you’ve been messaged by more than a couple of freelancers looking for work.

Each of these options is completely reasonable and all come with the risk of not finding the right person for the job. Don’t assume that you’re going to find the perfect fit just because they came recommended or are someone that you know.

Before You Hire a Freelancer

With all the available options, it’s easy to rush right into the talent pool and hire the first freelancer that you think can handle the job. Unfortunately, that’s why many business owners end up with poor results.

You might be thinking, “Duh, do your research”. And you’re right, vetting a freelancer before hiring them is essential. But there’s another huge mistake that business owners make when are learning how to hire a freelancer. Not only do they hire the wrong freelancer, but they also hire for the wrong job.

For example, a local HVAC company might decide they need to bring in more leads and that they want to hire a freelancer to handle social media ads to drive traffic to their website. Seems reasonable, right?

What if I told you that the website, they were driving traffic to loaded slowly, was full of broken images, and had no call to action?

Key Takeaway:
There’s no point in driving leads that don’t have a chance to convert.

Prioritizing your projects will give you a clear map of which freelancers you will need first.

Here’s some other information that you need to have before you’re ready to hire a freelancer:

Is this an ongoing or one-off project?
What is the timeline you need for completion?
What kind of deliverables do you need and what formats do you need them in?
What are your expectations?

Answering these questions will help you with your search and your initial communication with the freelancers you want to hire.

Before you hire, make sure that you have these questions answered and have compiled any necessary information or files that you will need to give the freelancer so they can complete the project. This could include things like a brand and style guide, images, company information, or more. This will reduce the amount of back and forth needed before they can get started on your project.

Another thing that you will want to have is a budget. How much can you spend on the project you are looking to complete? Are you willing and able to spend more for a faster turnaround? How about better quality? If you’re on a tight budget to begin with, that’s ok, but knowing how much you can spend will help you temper your expectations on what kind of work you will receive.

What to Look for When You Hire a Freelancer

Part of learning how to hire a freelancer is learning to tell which ones will be a good fit for your project and for your workstyle. There are hundreds of thousands of freelancing profiles out there – how do you know which are worth your time? There are a few key elements to look for.

Reputation

Reviews and star ratings can tell a lot about what it’s like to work with a specific freelancer. Try looking for reviews that mention specifics like:

What kind of gig were they hired for?
What areas did they excel in?
Are there complaints that come up more than once?

Platforms like Fiverr will also tell you if a seller receives a lot of repeat business, which is typically an indicator that they are reliable.

Remember:
Keep in mind that the buyer who left the review may have completely different standards than you.

Gigs in Progress

This is important if you have a deadline you are trying to meet. You may find a wonderful freelancer who can do exactly what you need, but if they have 15 projects ahead of you or are trying to get several done at once, they may not have the bandwidth to give your project the attention it needs or to complete it by the deadline. The last thing you need is an extension or revisions needed at the eleventh hour. You may want to bookmark their profile for later.

Work Examples

Many freelancers have examples of the kind of work they do. Take a look at their portfolio and make note of the things that you like or dislike. This will not only help you decide which freelancer to use, but it will help you communicate what you are looking for. If a seller doesn’t have examples readily available or if you are looking for something specific, don’t be afraid to message them and ask if they have experience with or examples of what you need.

Communication Style

As you message a seller, pay attention to how they communicate with you. Look out for any red flags such as misunderstandings and delayed replies. How quickly and clearly a seller communicates with you can give you an indication of what it will be like to work with them.

Key Takeaway:
If you’re having difficulties before ordering a gig, chances are that you will continue to have problems once you’ve paid.

Red Flags When Hiring a Freelancer

When you’ve been hiring freelancers for as long as I have, you get pretty good at seeing the red flags that other buyers might miss. By knowing what to look for, you’ll save yourself money, time, and peace of mind.

Trying to Work with you Off Platform

You might be tempted to find a freelancer listed on a platform like Fiverr and then take them off the platform itself. Don’t. Not only is this against the terms and conditions (which could leave you both banned), but it leaves you with less protection if something goes wrong. Freelancers might be trying to get out of having the platform take their cut or one of the other restrictions, but the platform is also the only thing giving you recourse if they don’t deliver.

Specific Negative Reviews

A few bad reviews shouldn’t make you turn and run, but certain patterns should. Look out for repeat patterns where the seller is accused of not delivering or not delivering on time. Also keep an eye out for how the seller responds to negative reviews on platforms where that is an option. It’s better to avoid a seller who flies off the handle.

Unwilling to Provide References

Sometimes you may want to speak with a past client or other reference. While not all sellers will have these, outright refusal can indicate that they have something to hide. Try to ask for a different reference or another way to validate that they will be a good fit for you.

Pie in the Sky Promises

We all want great work done quickly, but if a seller is promising you a lightning-fast turnaround on the project of your dreams, it’s a good idea to follow up with more questions. What measures do they have in place to ensure the deadline is met? Are they working with a team? Can they speak to their quality? Be cautious of sellers who seem like they will say anything in order to get your money.

Poor Communication

Misunderstandings can happen, especially if there is a language barrier. However, when you reach out to a freelancer, you may encounter issues like:

Ghosting
Long delays in responses
Canned responses that show they didn’t read your message
Clear misunderstandings that imply lack of skill rather than a language barrier

Key Takeaway:
Be sure that you are doing your part to communicate clearly without making assumptions. If there are still issues with their responses, it’s best to move on.

How to Hire Freelancers Like a Pro

Now that you’ve got the basics down, let’s talk about how to go the extra mile to make sure you find the freelancer of your dreams. These are general rules I follow every time I look for a freelancer.

Start Small

Not every gig can be tested (you can’t really ask someone for a sample web build), but wherever possible, try to hire a freelancer for a smaller gig before you trust them with the big stuff. Order a single graphic, a small blog, fewer social media posts, etc. Don’t ask them to do this work for free, though. If they don’t have a small offer on their page, request a custom order and see if you work well together.

Don’t Order on a Tight Deadline

Both you and your freelancer are more likely to make mistakes when you’re in a hurry. You might pick someone without fully vetting them and wind up with something awful or with nothing as the deadline passes you by.

Review Your Deliverables Closely

This may seem obvious, but even I’ve fallen prey to opening a deliverable, saying “looks good”, and approving the order only to find a mistake down the road. This could be a mistake they made or a mistake in your instructions that no one caught. Either way, make sure to go over everything with a fine-toothed comb before you approve your order in case you need to request revisions.

Freelancers are People, too

No matter how low their prices are, remember that the freelancer you’re buying from is another human being and treat them with respect. Unfortunately, many buyers may look at “cheap labor” and use that as an excuse to devalue a seller by demanding lower prices, free work, or other absurdities.

Remember:
Even if a disagreement occurs, conduct yourself professionally and set the tone for the working relationship you are trying to build.

Go Get ‘Em

Now that you’ve learned the basics of how to hire a freelancer you can rely on, get out there and start making things happen! Great leaders delegate to experts that can help them get where they want to go and now you have the tools you need. If you want to see exactly how you can use this new information in order to grow your business quickly, check out my free guide, Outsource with Confidence: What I learned from Buying over 1,000 Gigs on Fiverr. I’ve been outsourcing for over a decade—learn my insights (and lessons I learned the hard way) for how to quickly scale without the frustration.