Recruiting the help of contactors can be an extremely effective way to help your professional membership association manage projects, create flexibility and eliminate skill gaps. Before diving into the world of contractors, it’s important to produce a management plan to create a smooth working relationship.
Define Your Needs
Before your search for the ideal contractor, it’s vital to have a clear understanding of your requirements. Draft a document to define the scope of work, objectives, and deliverables in details. Consider which skills you require, the level of experience needed, the timeline, and budget.
Ensure that this is reviewed by your association’s Board to make certain it aligns with your organisation’s goals and objectives.
Find the Right Contractor
Only once your needs are clearly outlined should you start to look for a suitable contractor.
Explore your industry’s recognised professional networks, job boards, or advertise directly to your association’s members. Consider creating a working group to review your applications and form an interview panel.
Contracts
A robust contract is essential. Ensure that it covers all aspects of the working relationship:
- Scope
- Payment terms
- Project deadlines
- Confidentiality agreements
- Termination conditions
Ensure that the contract is signed and that both parties are in agreeance before work begins.
Communication
As with most matters in the professional world, communication is the key to success. Regular check-ins and updates with your contractors should be made in order to track progress and discuss any issues in a timely manner.
Ensure that these sessions are planned in advance, either using phone, email, or face-to-face/virtual meetings.
Expectations
When making the decision to hire a contractor, ensure that your organisation is realistic about what can be achieved within your given budget and time frame. Outline the expected quality of work and proposed deadlines so that any misunderstanding is avoided, and both parties are on the same page.
Monitor Progress & Feedback
The contractor’s progress should be monitored against previously agreed milestones. Make sure to deliver constructive feedback and keep an open mind about their suggestions on how to improve the overall success of your association.
Doing this allows for a more collaborative work approach, which will lead to better outcomes and a more positive working relationship.
Payments
Ensure that all administrations surrounding the hiring of your contactor is covered. This includes a set payment schedule that is inline with the contract terms.
Evaluation
Once work is complete and the contract period is over, make sure to evaluate the work thoroughly to ensure it has met your organisation’s standards. Any discrepancies should be highlighted and a discussion surrounding how to resolve them should take place.
Consider your future need for the contractor, and whether or not you wish to renew your contract with them. Assess whether the contract needs altering in anyway, and if the budget has changed since the initial hiring.
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