Top tips on how to work successfully with arts freelancers
From being flexible to setting realistic deadlines, Katy Cowan gives some advice for arts and culture organisations working with freelancers
Avoid deadline issues by allowing plenty of time to get the job done, says Katy. Photograph: Adri Berger/Getty Images
Whether you're a museum hiring in technical support for a cultural event or an arts organisation after the services of a freelance copywriter, knowing how to deal with freelancers effectively will ensure you get the most out of the relationship and guarantee your business runs as smoothly as possible.
Here are my top tips on how to successfully work with freelancers. If you've got any advice or insights of your own – freelance or not – simply comment below.
Lay down the rules early on
Before you start working with any freelancer, meet for a friendly chat and establish the rules as soon as possible. The freelancer will essentially be joining your team and should adapt to your way of working, so make it clear what they can and can't do. For example, if you want to keep it quiet from the arts world that you're employing freelancers, make sure they know to be discreet.
Get something in writing
If you're feeling a bit wary of a new freelance relationship, draw up an employment contract and make things official. I've personally never had to do this; I've always been very lucky to find and work with such fantastic freelancers, but if you're not sure, get something in writing. Bear in mind that non-disclosure agreements and contracts can be off-putting to many freelancers looking for work – get around this by keeping a record of your email correspondence so you can always refer back to things in future.
Keep an eye on things
Stage design taking too long? Script editor gone awol? Don't forget to manage your freelancers by ensuring that they're communicating with you at all times, keeping you updated on the project and what's going on. Remember, you're the manager in this working relationship and it's up to you to ensure the project is a success. Keep an eye on what's happening and stay in control of your workload.
Hourly or day rates?
Before you start working with any freelancer, ask them for their day or hourly rate. Negotiate if you have to and establish what exactly you'll be getting for your money. For example, will meetings and travel expenses be included or are these extra? Make sure you understand how your freelancers charge for their time so you don't fall foul of any hidden extra costs.
Don't assume their price
Every freelance project is different so don't assume one price will fit all. Always respect your freelancers and ask for new quotes before embarking on anything new. Don't guess their price and make assumptions, going ahead with an add-on or extra before checking it first with them. Don't assume, check every time.
Pay them on time
Keep your freelancers happy by paying them on time and within the standard 30 day period. It's only fair if they've done their share of the work. You most definitely want to become someone people enjoy working with, so if you pay on time your relationship will benefit.
Be a great project manager
As an arts organisation, you'll undoubtedly be in charge of managing the current project. Make sure you project manage effectively to keep your freelancers happy. Give them everything they need to successfully get the job done and be there to support them, whenever they need a helping hand. Don't try to micro-manage everything. Give your freelancers breathing space to work and respect their skills.
Set realistic deadlines
So you need the advertising creative for that new theatre production by Monday and the project is still not complete on Friday? That's no excuse to expect a freelancer to spend their entire weekend working on your stuff. You should never need to force someone to work out-of-hours – avoid deadline issues by allowing plenty of time to get the job done. If you plan ahead effectively, there should be no hiccups.
Listen and learn
There will be so many occasions where your freelancers will offer valuable expertise and advice on a project. Listen to what they have to say and take note. Yes, you might be a top culture organisation and you've been established as a larger business for some time but that doesn't mean you shouldn't be open to suggestions. Listen and learn, that's all I'm saying.
Be flexible
A lot of freelancers will want to work from home. It's one of the main reasons they went freelance in the first place: the chance to have a better lifestyle and no dreaded daily commute. Be flexible, trust them and give them the space they need. If you insist on having freelancers work in-house, try and be flexible and allow them to spend some time working on-site and some at home.
Remember, it's business
If a freelancer has let you down or they're not as supportive as you'd hoped, don't feel guilty about turning them away. This is business and you have to do what's right for your company. Be honest and explain that the relationship isn't working. Or, if you like, simply say that you've no further freelance work to offer. It's the diplomatic option and will ensure you don't burn any bridges.
Got any tips of your own? Post them in the comments section below.
This content was originally published by Creative Boom
Katy Cowan runs the Creative Boom website voluntarily – she is a trained journalist, writer and PR professional. Follow her and Creative Boom on Twitter @Creative_Boom
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Source: Guardian
