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AV project managers like you know that one of the most challenging aspects of working with AV freelancers is time management. How can you be 100-percent certain your freelancers will show the same level of professionalism as you do and show up onsite on time?

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While the internet has given you the gift of instant communication with your team, there seems to be no guarantee that your project milestones will be reached according to your schedule. The reason for this conundrum has to do with lacking a concrete framework that addresses all the major issues that plague project management.

Read on for what vital points need to be backed up with reliable project management tools to ensure a successful partnership with AV freelancers.

Have Thorough Work Order Contracts

The importance of securing proper work order contracts for your AV freelancers can’t be overstated. Whenever you find yourself at the start of your partnership with your freelancers, you should create a thorough work order contract that lays out payment terms and job reporting duties. AV project managers often make the critical mistake of poor contract administration, which can lead to lack of protocols and miscommunication between you and your freelancers.

Part of the framework you need in order to assure your freelancers show up onsite on time is a work order contract that outlines not just payment terms (hourly/fixed rates, or both) but the timeline for milestones. You should also include how often your freelancers should update you, as well as require photos of milestone work.

The clearer your work contract’s terms are, the easier it will be to determine at an early stage whether you’re dealing with a professional-grade freelancer or not. Fortunately, AV freelancing platforms offer simple tools for streamlining work order contract creation.

Prioritize Clear Communication throughout Your Project

Equally as important as having proper work order contracts is prioritizing clear and ongoing communication with your freelancers. It’s not enough to provide just the framework for excellent project organization, you have to monitor progress as well. Your contracts have outlined what’s expected of AV freelancers regarding their reporting duties (as mentioned above), but to ensure those expectations are met, you need regular updates.

Throughout your AV projects, freelancers should check in daily onsite and provide simple reports of milestone work. Ask them for photo evidence as well, as this increases accountability and also provides in-depth documentation for you to present to key stakeholders at meetings. After all, clear communication isn’t just important for motivating your freelancers but motivating stakeholders (who you need buy-in from at each stage of the project).

Again, AV freelancing platforms offer simple and effective tools for daily check-ins, reports, and photo updates. AV project managers would be wise to back up their project documentation with an administrative framework that helps enforce structure onsite.

Streamline Payment Terms and Process

While we have mentioned payment terms as important aspects to include in your work order contract, it’s worth mentioning that you should have a thorough payment process. AV project managers will, without a doubt, run into trouble with non-committal freelancers if they are unclear about negotiating quotes, receiving invoices, and paying freelancers on time.

AV freelancers who know they’re going to be paid for their hard work and specialized skills at the rates you discussed are sure to commit to being onsite and on time. Think about it: Would you feel motivated to be punctual for your demanding position if your executives kept you in the dark about your paycheque?

It’s part of a project manager’s survival in the industry to make sure their AV freelancers are competent. Follow this blog’s steps and you stand a great chance of rarely encountering unprofessional behaviour in your onsite freelancers.


Paul Weatherhead

Paul Weatherhead

Prior to founding AV Junction Inc., Paul worked for a tier one AV systems integrator in an operational management capacity for 10 years. His knowledge and experience have helped him oversee hundreds of system integration projects in a variety of industries. Paul’s leadership skills as matched by his sense of humour and easygoing nature. When he’s not at work, you can find him outdoors, exploring new places or spending time with family and friends.

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