When hiring freelancers, you need to know you’re both on the same page, so the right contracts and employment templates can be invaluable. In this post, we’ll show you how to set boundaries and expectations with contractors to avoid disputes, scope creep, and more.
Defining the Scope of Work
Every project a freelancer works on needs a robust brief that clarifies the work they’ll be doing – and where their responsibilities start and end. Without this, scope creep can set in. You may ask them to carry out ad-hoc tasks that don’t fit their contract without realizing it.
On the other hand, a freelancer can also lose track of their scope. They might, for example, do extra work that encroaches on another employee’s territory. If they take on any extra tasks, they may even bill you for them – this could force you to recalibrate your budget.
Clarifying Deadlines and Milestones
Set a clear deadline for every project, with milestones along the way. This helps team members, freelance or otherwise, see their progress and anticipate potential delays. You should also factor in “buffer time” to protect against any necessary revisions.
Each milestone should include a specific deliverable, such as a first draft, wireframe, or working prototype. As an added incentive, you can even tie a freelancer’s payments to these milestones – with the final payment reserved for the project’s final delivery.
Make sure the deadlines are at least somewhat flexible. After all, even a project where everyone brings their best can run into delays. However, if they neglect to finish their work, you may have to consider a revised payment.
Outlining Payment Terms
On the topic of payment, you must make sure the freelancer understands when you’ll pay them. There are many payment structures you could choose to follow, including:
- Fixed hourly rates, with a specific amount for every hour they work
- Per-deliverable payments, which tie payment to deliverables
- Retainer fees, where you pay for them to be available on short notice
- Value-based pricing, which depends on the value they provide.
Any of these could fit your freelancer (and your company) best. When milestones aren’t always easy to establish, opt for hourly rates or provide a substantial sum upfront. Otherwise, they may not be able to wait until the project’s completion.
You should also make sure you have your freelancer’s payment details; they will ideally provide at least two methods. For convenience, this might even be present in the original contract.
Tips for Writing a Freelance Contract
Your freelancer agreement will set the terms of your employer/freelancer dynamic, meaning how you write it matters. A single omission may give your freelancer the wrong impression. Here are six tips worth keeping in mind when drafting the contract:
- Use a template: There are plenty of free or low-cost freelance templates online. Making your own contract takes a lot of time – templates already have everything you need.
- Add an NDA: Freelancers may work on sensitive projects or with private data. It’s worth including a non-disclosure clause that stops them from sharing this with others.
- Account for ad-hoc tasks: Your freelancer might have to step outside their usual role at some point; if so, consider paying them extra for the time that they’re working.
- Clarify ownership: Make it clear who owns the work. Is it yours from the moment you pay the freelancer? Or will they own it but “license” it to you on a permanent basis?
- Termination clause: Add a clause that outlines when either party may end the contract. If this ends up being mid-project, outline if they’ll still receive partial payment.
- Dispute resolution clause: A disagreement without the proper channels could sink your relationship with freelancers; a dispute resolution clause prioritizes healthy mediation.
Setting Clear Boundaries with Freelancers
Boundaries and expectations go hand-in-hand. Without good boundaries, your freelancer might consider themselves more of an employee than a contractor. It’s important that you make it clear in your contract that they aren’t subject to any full-time benefits.
In addition, you shouldn’t micromanage their time. Freelancers are independent and have more control over their schedules. They may even complete their usual work after hours. You can still supervise them, but not as directly as full-time employees.
Your freelancers must also only have access to the necessary tools and software. They may join the company’s intranet, but it might be best not to give them a company email address. This can work out just fine but might blur the lines between contractor and employee.
Similarly, the contractor must usually provide their own equipment, such as laptops and relevant software. You have no obligation to provide these, though you still can.
Final Thoughts
Building a fair dynamic with freelancers means clarifying their contractor status while still giving them some autonomy. The best way to do this is with a high-quality freelancer contract from a reputable template site.
