The Foolproof Method to Define Your Needs and Avoid Project Failures!

As a company working with freelancers, it is essential to clearly and precisely formalize your needs. This often underestimated aspect is crucial for avoiding project failures. Having collaborated with many freelancers via our platform JUWA, I have found that the key to a successful project lies in preparation and communication. Here is the method I personally use to ensure successful collaborations with freelancers.

1. Crafting a Well-Written Offer

For a collaboration to start on the right foot, the offer must be well-crafted. This step, often overlooked, can make all the difference. Here are the points to always include in an offer:

• Context and Goals

  : Describe the project as a whole and explain its purpose. This gives the freelancer an overall view and helps them better understand what needs to be achieved.

• Deliverables

  : Being specific about expected results is essential. Is it an audit, a series of visuals, an application? Detail each deliverable to leave no room for ambiguity.

• Deadlines

  : For freelancers, time management is crucial. A clear schedule with milestones enables smooth progress.

• Required Skills

  : Finally, be sure to mention the skills needed for the project to attract the right profiles.

For example, a well-crafted offer might be: "We are looking for a freelancer to create a marketing campaign. Deliverables include: social media visuals, a performance analysis report, and recommendations for campaign optimization. The project must be completed by November 15, with weekly checkpoints."

2. Drafting a Detailed Project Brief

The project brief is a key document that formalizes your needs in detail. I’ve found that the more complete this document is, the more smoothly the project runs. Here’s my process:

• Define Measurable Objectives

  : Whether in terms of performance or results, it is important that the objectives are quantifiable. For instance, "increase sales by 20% within three months" is a specific, measurable goal.

• List Technical Functions and Expectations

  : If the project involves technical development, it is essential to describe each expected feature. This helps avoid unpleasant surprises at delivery.

• Specify Available Resources

  : Mention what you’ll provide (images, logos, access to tools) to facilitate the freelancer's work and avoid extra costs.

• Establish Regular Checkpoints

  : Communication is one of the most important elements during a freelance project. Plan regular checkpoints to ensure the project progresses in the right direction.

3. Collaborating Effectively with Freelancers

After formalizing the offer and project brief, it’s time to manage the project. How you work with the freelancer is just as important as project preparation. Here are some best practices I’ve adopted:

• Use Project Management Tools

  : I use Trello, Asana, or Slack to keep an overview of project progress and facilitate communication.

• Be Flexible

  : Freelancers often appreciate a certain level of autonomy in managing their time. Therefore, while setting deadlines, it is important to allow some flexibility in their work organization.

• Provide Constructive Feedback

  : Clear and precise feedback on initial deliverables allows the freelancer to adjust their work, preventing multiple rounds of revision and saving time.

4. Conducting a Final Review

At the end of each project, I always conduct a review to assess the collaboration and learn from it for future projects. This review is based on several questions:

• Were the deliverables in line with the project brief?

• Were deadlines met?

• Was communication smooth throughout the project?

These reviews help to continually improve freelance project management and prevent recurring mistakes.

Conclusion

Clearly and structurally formalizing your needs is the most important step to avoid project failures. As a company, preparation is essential to ensure effective collaborations with freelancers. Whether it’s writing the offer, creating the project brief, or managing the project, every step matters.At JUWA, we emphasize this methodology to allow companies to work confidently with qualified student freelancers. If you’re looking to collaborate with young talents, I invite you to visit juwa.co and discover how we can help you formalize your needs and lead your projects to success.