More often than not, folks working on software projects find themselves in need of extra support, whether it’s a particular skill, like an illustrator, or simply a way to manage their workload. In such situations, hiring a freelancer makes perfect sense. Over the years, I’ve hired numerous freelancers, and while not all of them were a perfect fit, I’ve managed to develop a system that consistently connects me with outstanding freelancers for my projects. In this guide, I’ll share my insights so you can find, hire, and retain amazing freelancers every time you need some extra work done.

When should you consider bringing freelancers on board?

There are a few triggers that indicate you might need a freelancer on your team:

1. When you lack an in-house skill: For instance, if you occasionally need stunning graphics for your website, app, or marketing materials, hiring a skilled illustrator or 3D animation designer as a freelancer can be a smart move. This way, you don’t have to keep them on a full-time basis.

2. When your project needs a boost: Sometimes, even without any major obstacles, a project may fall slightly off track and struggle to meet its deadline. In such cases, hiring a freelancer who can take some tasks off your plate could be more expensive, but it will increase the chances of completing the project on time.

3. When your team asks for additional resources: As a product leader, it’s crucial to listen to your team when they request extra resources. Providing them with the necessary support empowers them to succeed. Moreover, having additional freelancers on board gives your team the upper hand, as they won’t have the excuse of being understaffed for any potential delays.

Regardless of the situation, you can hire freelancers either before starting a project or during its ongoing development. Hiring mid-project requires having a pool of available contacts ready to start promptly to avoid unnecessary delays, more on that later.

How you can effectively hire a freelancer

1. Searching for freelancers and where to find them

Finding the right freelancer is not always a walk in the park. Many people struggle because they lack a robust freelancing network.

One of the best ways to find reliable freelancers is through referrals. Ensure you’re clear about the job requirements and then ask around within your network if anyone knows someone suitable for the task. You’ll be surprised by how often this simple approach yields positive results.

Another excellent option is Upwork, where you can discover a lot of talented freelancers with reasonable rates. Setting up an account and posting a job is easy, and you’ll receive a good number of applications without having to spend any money. However, keep in mind that identifying a great freelancer isn’t always straightforward, even with reviews and ratings. It’s crucial to conduct your own interviews and meet them online to better assess their capabilities.

LinkedIn is also a valuable platform to find freelancers. You can search for specific roles and connect with potential candidates. Look for freelancers who share content or have portfolios linked to their profiles, and schedule a call to discuss your project further.

2. Screening the candidates

Screening is a critical step in the hiring process. Schedule video calls or in-person meetings with potential freelancers. During these interactions, request them to present a project similar to yours to gauge their expertise and design style. Pay attention to three main aspects:

• Are they truly experts, and do you like their work?

• Are they available to take on your project?

• Can you afford their rates, and if not, how can you make it work?

One major indicator of expertise is when freelancers ask insightful questions about your project. Those who take the initiative to understand the details and requirements tend to be the cream of the crop. Conversely, those who seem overeager to get started without delving deeper may not meet your expectations.

3. Hiring the freelancer

If you use platforms like Upwork, hiring is a straightforward process. You can click on the “hire” button, and you’re good to go. However, if you hire freelancers outside of a platform, make sure you have a proper contract in place, and if necessary, a Non-Disclosure Agreement (NDA). Consulting a professional for guidance on contract creation is recommended.

4. Onboarding the freelancer

To ensure a smooth onboarding process, invite the freelancer to your communication tools, such as Slack, and collaborative platforms like Notion. Have them introduce themselves on Slack, and assign them a first task in Notion, something that will help them get started on the project immediately. For instance, I hired a mobile app developer and his first task was to get the setup running on his device. Also, ensure they have all the necessary access and resources to avoid any roadblocks during the project.

Pro tip: Building a strong freelancer network

To save yourself from freelancer-hunting in the middle of a project, it’s wise to maintain a list of reliable freelancers for various tasks. Create a database in Notion or a similar tool and add freelancers along with their portfolios, rates, availability, skillsets, and ratings (ranging from 1–3 stars).

Keep track of their performance: New freelancers start with 1 star, and if they do good work on their first project, you can promote them to 2 stars. Doing great again on their second project, they deserve their third star. Having a couple of 3-star freelancers available for each role ensures you have a gold-star freelancing network, always ready to deliver quality work.

An alluring alternative — Subscription-based services

If you prefer to skip the hassle of hiring individually for each task, you might consider exploring subscription-based services. Companies like Grauberg offer such services, where you can subscribe and have tasks taken off your plate effortlessly. It’s a convenient and cost-effective way to access skilled freelancers without the need for separate hiring processes.