For those who are new to the idea, the task of hiring subcontractors can seem daunting. While the process requires patience, leadership and business savvy, finding and managing the right subcontractor for your job is entirely possible.

Preparation and Managing Expectations

Check your existing arrangements first. Before you hire others to help you out, make sure your current arrangement with clients allow you to do so. Some of my project contracts include a clause that says that I can’t delegate my work to others without notifying my client first. If your existing contracts have this clause, make sure you get your client’s permission before you work with a subcontractor.

Prepare a written agreement. Just like any other business relationship, hiring a subcontractor requires a contract. While the legality of the contract is important, it’s also a gesture that both parties are getting into a serious business arrangement. If you want to draft the contract yourself, take a look at this sample contract from ILRG.com and the sample agreements on RocketLawyer (which Imran previously reviewed).

For big projects, have a manual ready. If your project needs detailed instructions, it’s best to have a single go-to reference ready for your subcontractors. This prevents you from having to send multiple emails that start with “I forgot to tell you…” Having everything in a single file is more convenient and less confusing for both parties.

You could include the following items in your manual:

• Project schedule.
• How to submit work.
• How deadlines and mistakes will be dealt with.
• List of recommended references.
• Examples of the finished product (for reference).

Know how to separate the hype from the reality. While outsourcing can work really well if you plan for it, the practice seems over-hyped in the media. It’s rare that the hiring and working process is as simple as it’s made out to be. In my experience, it always costs more and takes longer than I initially expected. Remember that you’ll have to spend a lot of time during the training phase and that your role as administrator is not as easy as it looks.

The Selection Process

You can start looking for candidates by placing ads at freelance job sites such as Odesk, Elance and GetAFreelancer. If you have a relatively popular blog, using it to place a “for hire” ad gives you the benefit of reaching out to people who are already familiar with your work.

Even if price is the driving force behind most bids on freelance job sites, you should never hire based on price alone. After all, hiring the wrong subcontractor can cost you more than just money. Act as if you are looking for an employee. What work experience does each candidate have? What shows up when you enter their names into Facebook or Google?

Apart from an applicant’s resume and portfolio, you also need to know their ability to communicate, stick to deadlines and follow instructions. You can usually assess this during the application process. For a more thorough approach, conduct a phone interview or ask for a list of professional references that you can talk to.

Once you’re ready to assign tasks it’s always a good idea to start with something small. Build up from that as your new hire gains your trust and displays effectiveness in her work. I had a friend who made the mistake of taking a leap and assigning 50 percent of his data entry work to a new subcontractor. When the new subcontractor failed to deliver, he lost some of his most valuable clients. You can easily avoid this by taking new working relationships one small step at a time.

Remember that in the end, outsourcing tasks is supposed to make your work easier. The hiring process may take a lot of initial effort, but if you are armed with a solid plan you’ll find that the results are well worth it.

Have you ever tried subcontracting work to others? What advice would you give to those who are trying it for the first time?

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I’ve looked at some of the common services that VAs provide, and found some free or cheap alternatives that you might want to look into.

Internet research

One of the most common services that VAs provide is Internet research. If there’s something you need on the web, but you can’t seem to find it within a few minutes of searching for yourself, it might be time to ask others to assist you.

When I need to get feedback and answers from businesspeople, I’ve always turned to LinkedIn Answers. The community there is generally friendly and helpful. When I’m researching a post I’m writing, I usually go there to ask for other people’s take on a subject. Alternatively, you can also use Yahoo! Answers and AskMetafilter.

Twitter can also come in handy for this purpose, whether you’re looking for a quick answer or if you want to meet a resource person who can walk you through a complex topic. The number of replies you get usually depends on the number of people who are online when you tweet your question, as well as how many followers you have. Still, I’ve had some questions answered by people who weren’t following me, so it’s not a strict rule.

Online forums are also a useful resource, especially if you’re researching a topic with which you’re unfamiliar. Just go to a forum specializing on the subject you need to know about and ask your questions. Usually, most members are willing to help you out.

Regardless of which research shortcut you use, you need to verify the validity of the information you’re getting. You can do this by asking the people helping you to include any online articles, books and other resources that will allow you to know more about the subject. While this means you might need to put in some extra work, at least these helpful people have pointed you in the right direction.

Most importantly, you need to be very polite and grateful. Give thanks and respect to the people who spend a few minutes of their day to help you out. Don’t forget to return the favor and give back to the community, too.

Appointment setting

Scheduling a meeting or a conference call can be a little tricky because of all the back-and-forth communication with the participants. This is why many people hire VAs to schedule these events for them.

But there are also some apps that make scheduling easier as well.  These include TimeBridge (reviewed here) and TimeDriver (discussed in a previous post). Aliza Sherman also listed several scheduling solutions in her post about must-have apps for web workers.

Restaurant reservations

While I was looking through the web sites of several VA companies, I found that restaurant reservations are among their most-requested services. The tech tool alternative to hiring a VA for this purpose is to use a service like OpenTable or DinnerBroker, where you can reserve and schedule your table online.

Of course, these sites don’t have all the available restaurants in the U.S. in their databases. OpenTable claims to have over 10,000, while DinnerBroker covers just over 1,000 restaurants. And for famous restaurants that are fully-booked for a month, you’ll have to get on a waiting list. To do that, you usually have to call the restaurant yourself.

Rule-of-thumb

Generally speaking, if you don’t have the money to hire a VA to complete a task, you can find a way to automate it.

Some of the more popular services that VAs offer include reminders and wake-up calls. I’ll skip discussing obvious alternatives (alarm clocks), but if you can get an app to automate your reminders, there’s rarely any reason to hire someone else to do it. If you use Google Calendar to track such reminders and appointments, why not get Google Calendar on your phone and let that handle your reminders?

Every time you wish a VA handled a repetitive task for you, find a tool that will help you out with it instead. I had a friend who hired someone to backup his Google Docs files one by one, but there’s actually a free and simple way to do that with the right Firefox extensions.

I’m not saying that all these apps and sites can easily replace a human virtual assistant: Having a VA can be very good for your business if you know how to delegate well.  But if you don’t have the budget for one, you don’t have to do all the grunt work the hard way, either.

Have you ever considered hiring virtual assistants? What kinds of tasks are you thinking of delegating to them?

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Still, it’s tough to keep an effective relationship between the primary contractor (you) and the subcontractor (your hired help). Subcontractors can make mistakes that interrupt your workflow, hurt the project, or altogether defeat the purpose of hiring them.

So, what are these subcontractor mistakes you need to watch out for?

They defer all decisions to you. What’s the point of hiring a subcontractor if they’re going to email you every time a minor decision needs to be made? I’ve had subcontractors who contacted me several times each day, asking me to decide on things that they should take care of on their own. This made me feel like I might as well have done the work myself if I was going to spend several hours guiding them step-by-step.

While it’s possible that the subcontractor you hired may be indecisive by nature, you can minimize this problem by creating rules that your subcontractors can use whenever they’re hesitant to make decisions. Let them know the boundaries that separate your area of responsibility from theirs.

For example, during a recent e-book project, I told my writer that adding, subtracting and rearranging sections of the e-book was fine, if she thought such modifications would improve the final product. But if she was going to add or remove whole chapters, she should let me know and wait for my approval before proceeding.

Establishing a clear line between the things I hired her to control (sections and smaller units of the e-book) and the things I want to control (chapters and larger units), meant that she knew whether a particular issue was important enough to defer to me.

If you’re worried about losing control, don’t establish boundaries that are outside your comfort zone. Let your subcontractor’s area of responsibility start as something small, then give them more decision-making power once they gain your trust. But as you’re doing this, be clear with them about the changing boundaries.

They break their contract. They might try to steal your clients, break your non-disclosure agreement, or re-sell their work to others. Prevention is always the best way to get deal with this problem. Before hiring someone, do an extensive online search and ask for a list of references you can talk to on the phone or via Skype.

Establishing a solid two-way relationship between you and the subcontractor is also a good way to prevent them from harming your business. Remind them that they need you more than you need them. Let them know that you can refer them to your friends, give them bonuses for very successful projects and provide them with stable long-term work.

They miss their deadlines. I’ve been disappointed several times with subcontractors who miss deadlines. One of them even took the responsibility of hitting the deadline so lightly that she said to me, “Oops! I forgot to do it, I’m so so sorry.”

So was I. I never hired her again. I avoided this problem with succeeding subcontractors by emphasizing the deadline using boldface or capital letters. I’ve also moved it from the last line to the first line of my project specifications template. It also helps to include a line or two about the consequences of missing the deadline.

For large projects, you can request regular updates, say, every day or twice a week. If you’re working with a particular subcontractor for the first time, don’t just ask for a report, see the actual draft — even if it is far from perfect. Let your subcontractor know that the point of regular reporting isn’t necessarily to correct mistakes. You only want to ensure that the project is progressing at a reasonable pace.

Hiring subcontractors doesn’t have to mean that you’re leaving yourself open to these types of problems. By taking the right preventive measures, you can treat your subcontractor as your partner rather than just someone who does the grunt work for you.

Have you ever hired a subcontractor? If so, what experience did you have with them?

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This is what a friend of mine said when I was thinking about hiring a virtual assistant (VA) almost a year ago. Until I tried it myself, I didn’t realize that a great working relationship with a VA goes both ways. While they have to be efficient at executing your instructions, you also need to be good at the art of delegating if you want to make the most out of their services.

How exactly do you become good at getting the most out of your VA, thus freeing up much more of your own valuable time?

Get a VA that you trust 100%. Lack of trust is a sure way to waste your money. Not because the person you hire is going to scam you, but you’ll be spending an awful amount of time worrying about it. I’m talking about the time that the VA is supposed to free up on your schedule so you can work on other projects. If you’re going to spend the same time worrying about the tasks you delegated, then there’s no point to hiring a VA. Here are some ways you can find someone you can trust to work with:

• Ask your friends and associates for referrals.
• Do a thorough background check (if you’re hiring an individual).
• Look for online reviews of the service (if you’re hiring a company or team).
• At the very least, have a couple of phone or VoIP conversations with your potential assistants before you hire them.

Be specific about your instructions. “I find myself asking a lot of questions for clients if they send me general instructions. The more specific the instructions, the better the quality of the output.” said Ella Pelayo of epVirtualAssistants. Many VAs I’ve talked to echo this statement. You’ll be wasting both your own time, as well as your assistant’s, if your instructions require more clarification.

Generic instructions such as “check my email” or “research this topic” might give you results that are different from what you expected, so it’s best to include step by step instructions, as well as a few sentences describing the expected output. In a recent webinar, outsourcing expert Jeff Mills said that he even uses Jing, a free screencasting tool, to show VAs and contractors how to do more complex tasks. This is a useful suggestion, especially if the task is more complex than you can put into words.

Also, don’t forget to point out the maximum amount of time your VA needs to complete each task. This is especially important if you’re paying by the hour. Ask your VA to repeat your instructions to you, paraphrased, just to confirm that he understood the task.

Prepare a manual for repetitive or long-term tasks. When I first hired a VA to do customer support, I provided her with an FAQ  document, as well as some email templates. The FAQ document dealt with any possible questions the VA might ask herself when encountering a complex customer support situation. Here are some of the questions I answered in the document:

• What do I do if the customer is not satisfied with the service?
• What do I do if a customer is asking for a service that we do not provide?
• What happens if the customer doesn’t send the needed deliverables on time?

Alternatively, you can provide a comprehensive guide or manual that your VA can use when tackling these problems. This kind of document establishes the rules and guidelines she should follow. The point is to give an easy reference so that the VA can handle as many problems as she can without having to ask you. 

Know the special skills and abilities of each VA you hire. Many VAs are generalists and can do a variety of tasks such as booking flights, setting reminders, or providing customer support. But there are some specialized tasks which you may need assistance in, so it’s important that you know your VA can handle these tasks. After all, you don’t want to spend hours writing up detailed directions – that would be contrary to the simplicity you’re trying to achieve.

Hiring an assistant, especially a virtual one, might seem like a risky or expensive move for a web worker. But if you plan for it well and learn how to delegate effectively, you won’t have to worry too much about wasting your time or your money.

Do you work with virtual assistants? Were they as helpful as you expected them to be? How do you make the client-assistant relationship as effective as possible?

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