The job is done, the contract is over and it's time to send your freelancer on their way to their next project. In this transitional moment most organisations say a quick thank you and make sure they have their laptops back. There is a missed opportunity here. While much attention is given to the onboarding process, the other side of the coin- freelancer off-boarding is often overlooked. Much can be gained from spending a little time at the end of an engagement to learn about their experience, gather valuable feedback and insights and lay the groundwork for future collaborations. This article will guide you through the steps you should consider at the end of freelance engagements.
The face of freelancing is changing, with more and more senior leaders and highly experienced consultants entering the market. These folks carry with them not just the technical knowledge or industry experience, but also their networks. Taking some time to build a solid relationship with them is well worth the effort. A smooth off-boarding process puts you in a different category, making it more likely for your freelancer to work with you again in the future and recommend you (and your organisation) to others. From an internal perspective, an off-boarding plan helps you protect company IP and ensures project continuity.
On the flip side, poor off-boarding practices can have negative consequences, including reputational damage and loss of critical knowledge. Depending on the role, failing to properly close out a freelancer's time with you can lead to incomplete projects, security risks, and even potential legal issues.
Nothing erodes good will like a delayed payment. Imagine if you forgot to process payroll and your permanent staff didn’t get paid on the day they were promised (and used to). This would cause a huge issue within your organisation. When it comes to paying freelancers though, many organisations have a laissez-faire approach to honoring their payment agreements. In some cases, freelancers have to chase the finance department to get what is owed them. Would you return to an organisation that did this? No matter how well the project went, not settling invoices promptly can harm your relationship with freelancers, making them less likely to work with you in the future.
Depending on the nature of your project, a transfer of deliverables, documents and way-finding knowledge and other project details is key. Yet this part of ending a contract is often overlooked. Without a structured handover process, important project information can be lost, leading to continuity issues and potential project delays. The last thing you want is to have to reach out to your freelancer weeks after wrapping a project to ask them for what you need or for clarifying questions.
Just like everyone has a litany of “first day” questions, like where to park and how payment works etc…the same holds true for the last day. As the end of your contract approaches your freelancer will begin to wonder how to tie off the engagement. Some more experienced independent consultants will ask you, but many won’t. Failing to communicate clearly about the off-boarding process can leave freelancers feeling undervalued and frustrated- not a great last impression.
Ensure all assigned tasks and projects are completed to the agreed-upon standard. This may involve a final review or approval process to confirm that the freelancer’s work meets your expectations.
Request comprehensive documentation from the freelancer. This should include detailed processes, key project insights, and any outstanding tasks that need to be transferred to internal teams. Doing this will save you time and headache when it comes to project continuity.
Who is taking over the work? Make sure to arrange meetings or written handovers where the freelancer shares critical knowledge with relevant internal team members.
Did you provide your freelancer with any equipment or tools needed to do their job? Ensure the freelancer returns any company-issued equipment and revokes access to company systems and data. Your data security team will thank you and you will rest easy knowing that no sensitive information leaves the organisation along with your freelancer.
Don’t delay and settle all outstanding invoices promptly to maintain a positive relationship with the freelancer. Timely payments demonstrate professionalism and respect for the freelancer's work. You may want to let your finance team know in advance to issue a final payment. Communicating your internal payment processes with your freelancer is key here.
Now is a good time to quickly go over that contract you signed when you first engaged your freelancer. Confirm that all contractual obligations, such as non-disclosure agreements (NDAs) and intellectual property rights, are fulfilled and documented. Also check to make sure all deliverables have been squared away and nothing important was missed. It is important to confirm that both parties have met their legal responsibilities and that the freelancer leaves on good terms.
We highly recommend that you take the time to conduct an exit interview to gain insights into the freelancer’s experience. Your freelancer sees things from a totally different perspective than an employee. Moreover, because of the variety of clients they work with, they often have a unique view of your industry. As a leader, this is an opportunity for you to identify areas for improvement or mine for insights.
Also, this is the chance for you to give your feedback to the freelancer on their performance. If you have contracted your independent through an external partner, like Outsized, many times they will want your feedback and rating as well
A great off-boarding process can help you maintain your flexible talent pipeline and keep the door open for future projects. Building this positive relationship will in turn help you build a preferred talent pool. The truth is that high-quality freelance talent is in demand and much of the decision around who they work with is based on how positive their experience with you was.
Creating a structured off-boarding process is well worth the effort in the long- run. Use this article as a starting point to creating yours.
For more tips and checklists on the end-to-end freelancer experience read our Ultimate Roadmap to Onboarding Independent Talent.