Implementing a freelance management system in the company is not difficult at all. Just search google for the right system, browse available offers and choose the one that interests you most. Nothing simpler, just a few clicks. The trick, however, is to effectively implement the FMS. How to do it? Just follow the steps below.
How to implement Freelance Management System in the company? – table of contents:
- A leader in the right place
- Effective communication with freelancers
- Schedule the deployment
- Preparing the team
- Introduction of improvements
- Communication with the system maintainer
A leader in the right place
In order to implement Freelance Management System well, the company should first take care of having a leader/project manager on site, i.e., in the company. This person will be responsible for monitoring the progress of the organization during the system implementation and will also ensure constant contact with the chosen FMS provider.
The project leader or manager should be the permanent point of contact between the supplier and the customer from the implementation of the Freelance Management System, through the introduction of relevant amendments, to the full implementation of the system. This is also the person who will be the first to receive any news or information about new features later on.
Effective communication with freelancers
Effective communication is essential not only in personal life but also in professional life. In our case, mainly with freelancers. As a rule, when introducing changes related to new technologies, there is a lot of new information at once, which creates communication noise. In addition, freelancers are people who work mostly remotely and are not in constant contact with what is happening directly in the company.
Therefore, a very important part of implementing a freelancer management system in the company is to inform freelancers in advance about upcoming changess, as well as about the details related to the introduction of the new system. You should include how they are to maintain and manage their profiles, to save the organization the time of explaining each issue separately.
Schedule the deployment
You can set up Freelance Management System in the company very quickly. However, without the proper organization of the deployment time, you can encounter several hindrances such as unnecessary going back to earlier stages of deployment due to constantly surfacing unsolved issues. By planning the deployment time in advance, you can avoid frustration among the people involved in the project.
With the help of the FMS vendor’s consultant, you may arrange the work schedule to match the capabilities of the organization and its employees. It is a good idea to document each stage of the schedule and make it available to the people engaged in the system implementation, so they can know at what stage they are.
Preparing the team
During introductory discussions with the FMS vendor, make sure early on that the people who will be using the system are aware of the changes that are coming and are committed to them. In addition, in the first stages of implementing a freelance management system in the company, it would be advisable to conduct an induction training between the project supervisor on the system provider’s side as well as all persons involved on the recipient company’s side. Such training should prepare everyone who will have contact with the new system, so that they know how to use it and, above all, how to work efficiently on it.
Introduction of improvements
After the implementation is completed, the system operation should be monitored on an ongoing basis and feedback should be collected from its users. Both those working on-site in the organization and those working remotely. Such actions are aimed at making ongoing corrections or improvements to the system in order to maximize its capabilities. Taking into account the plans for the future of their company, FMS users can also submit ideas to extend the operation of the system. This way it is even more efficient and you can go beyond the department or project currently conducted through it in the organization.
Communication with the system maintainer
Any good Freelance Management System provider should delegate a dedicated system maintainer to assist the recipient company. The system maintainer should not only act during the implementation of the FMS in the customer’s organization, but should also be available later during its operation. This provides the FMS customer with continuous assistance in case of any unexpected situations. This person also acts as a constant liaison between the vendor and the customer, ensuring that any feedback is collected and passed on to the developers.
This was you can make all corrections or improvements to the FMS on an ongoing basis. It may turn out that the maintainer is not needed at all after the implementation of the system, but it is good to acknowledge that there is a dedicated person who you can turn to in the later stages of operating with the Freelance Management System.
Read also: Key elements of Freelance Management System