While tapping freelance talent can be relatively simple, fully harnessing their potential is easier said than done. Azeem Zainulbhai, co-founder and chief product officer at Outsized, outlines 10 costly mistakes hiring organizations should avoid in their onboarding processes.
An increasing number of organizations are turning to the freelance talent economy, which is experiencing significant growth globally and in the MENA region. This trend is driven by the agility and cost benefits of this unique talent pool, as well as the easy access it provides to in-demand skills.
In fact, the MENA region is one of the fastest growing freelancing economies, with Outsized’s Talent-on-Demand report pointing to a 142% growth in freelancing sign-ups compared to two years ago.
Azeem Zainulbhai is Co-Founder and Chief Product Officer at Outsized
However, many organizations fall short when it comes to implementing customized onboarding strategies for these professionals. Traditional employee onboarding practices are not a good fit for the fast-paced, competitive world of highly skilled freelancers. A bad hire can be costly, generating up to 2.5 times your salary. The financial impact includes the costs of finding a replacement, time lost during the search, and productivity diverted to this task.
Additionally, project delays can cause significant financial and reputational damage, further compounding the overall cost.
To remain competitive and take full advantage of freelance talent, organizations must change their approach to onboarding while ensuring they avoid 10 costly mistakes:
- Lack of a personalized onboarding process
Freelancers need a fast and efficient onboarding process. They must quickly understand their roles without getting bogged down in lengthy company stories or conventional resources. Preparatory work must be done before or during selection to avoid project delays. Emphasize concise, relevant information about your roles, necessary tools, and company culture. This focused approach ensures an efficient and fast onboarding process for agile talent. - Bypassing visa and work permit requirements.
Failure to verify the professional’s legal status on demand can lead to potential legal problems and fines. Ensure all professionals have the appropriate visas and work permits before starting work. Consult legal and immigration experts who specialize in UAE regulations for specific requirements. - Neglecting KPIs
Without defined roles, responsibilities, and expectations, projects can suffer from a lack of communication and accountability. Define and communicate clear KPIs from the beginning. Periodically review progress and adjust as necessary to ensure alignment with project objectives. - Ignore access planning
Organizations often assume that the hard work is complete once a new hire is made. However, before contracts are finalized, they can find themselves entangled in endless email chains with internal stakeholders about IT access, building access, HR policies, etc. Plan ahead by creating a comprehensive travel checklist that outlines all the steps needed to get talent to work.
Identify key contacts in each department and establish permissions and access processes in advance. This proactive approach ensures a smooth start and maximizes the new employee’s potential.
- Not facilitating team collaboration
Onboarding should involve collaboration between all necessary stakeholders with clear communication channels. Without this, misunderstandings, project delays, and frustration can occur. It is essential to establish clear communication from the beginning and involve all relevant parties, including in-demand talent. Create an internal onboarding team with members responsible for specific steps in the process.
Clearly define the responsibilities of each team member and make sure they are ready to help. This collaborative approach reduces friction on onboarding, leaves a positive impression on the freelancer, and increases the chances of future interactions and referrals.
- Lack of cultural and religious sensitivity.
Every country has a different culture and remote workers may not be aware of cultural and religious nuances. Especially in a place like the United Arab Emirates, which has over 200 nationalities, this can result in strained relationships and decreased productivity. Provide cultural sensitivity training and respect local customs and religious practices. This fosters a positive working relationship and ensures mutual respect and understanding. - Overwhelmed by paperwork
Freelance talent differs from permanent employees in their response to extensive paperwork. While permanent employees may accept lengthy procedures, independent professionals often find it cumbersome, leading to stress and negative first impressions. But operating without formal documentation can lead to misunderstandings, data breaches, and intellectual property theft.
Draft clear contracts and confidentiality agreements that describe the scope of the project, confidentiality requirements, and intellectual property rights. Legal advice can help create enforceable agreements to protect both parties. Streamline the paperwork process and communicate it clearly to the new employee. Consolidate all necessary documents into a single package, making requirements clear and manageable. This approach eliminates the overwhelming paper trail and facilitates a smoother onboarding experience.
- Overlooking mentoring
Freelancers are often seen as outsiders or temporary staff. However, with the rise of flexible workforces, integrating and supporting these professionals is essential to attracting and retaining them. Implementing a mentoring system, such as assigning a buddy, gives in-demand talent a person to turn to for questions and support. Regular check-ins with a manager and professional development opportunities are also crucial.
Offering mentoring and support increases productivity and fosters goodwill among freelancers.
- Project-related expenses
Unplanned expenses can derail a project and cause financial strain. Plan and budget for all potential expenses related to the project, including unexpected costs. Maintain transparent communication with independent talent about expense policies and reimbursement procedures to avoid surprises. - Ignore local market rates and practices
Offering rates that are too low or using unfamiliar payment practices can make it difficult to attract and retain top talent. Research and comply with local market rates and payment practices to ensure fair and competitive compensation. Timely and fair payment will help maintain good relationships with on-demand professionals.
To fully realize the benefits offered by the freelance talent economy, such as agility, cost savings, and access to essential skills, organizations must implement onboarding strategies tailored to freelance talent. Common mistakes to avoid include neglecting access planning, ignoring collaboration, overwhelming talent with paperwork, ignoring the need for mentorship, and not developing a specific onboarding process.
Addressing these issues ensures seamless on-demand talent integration, increasing productivity, improving project outcomes, and fostering positive project relationships. This approach makes freelancers more likely to return for future projects. Adopting these best practices will position organizations for success in the changing freelance work landscape.
