Onboarding A New Contractor
So you’ve hired your first contractor - congratulations! You’ve made it through getting organized before hiring and interviewing. Did you sigh in relief? It can be a ton of work to make it through those steps, so great work. Now it’s time to onboard your new team member. You want it to be super easy on both of you, and there are some simple ways you can make that happen.
Access to Tools and Platforms
Take the first week to set your team member up on the platforms you use. You can either set up a new profile for them or share your personal password. If you’re sharing passwords, there are two good options you can use.
You can use a secure password-sharing site such as LastPass where you’re in control of how much access your team member has to your passwords. You can also store secure information such as credit card information, if needed, if your contractor will be spending on your behalf. You can also change your passwords to something secure but nonpersonal to feel less wary of sharing. Remember, you can change passwords at any time, so if there comes a time when you need to limit or remove a contractor’s access, it’s simple to do.
Here are a few things you may need to share with your contractor:
Templates (Canva, Google Docs, Word Docs, etc.)
Storage folders (Google Drive, Dropbox)
Website (Squarespace, WordPress, Wix)
Email marketing platform (HubSpot, Mailchimp, Constant Contact, Flodesk, ActiveCampaign, etc.)
Project management platform (Asana, Trello)
Communication (Email, Slack, phone number)
Social platforms (Instagram, Facebook, LinkedIn, Twitter, TikTok, Pinterest)
Training Videos
Training videos are a great way to help new contractors. By recording demo videos, the individual can go back and rewatch the training as much as they need rather than showing them on a call and then coming back to you because they forgot how to do something. Loom and Zoom are great options to record the videos, then you can store them in a shared Google Drive folder!
In the videos, you can show them how to use a platform, your method for completing a task, how you expect things to be recorded, etc. Plan to cover any tasks you want them to do in a specific way.
Set Boundaries
Just as you set boundaries with your clients (if you don’t, you should!), you also need to set boundaries with your contractors. Set expectations around working hours, communication, deadlines, and payment terms. A lot of these should have been communicated during the interview process, but take time to clearly explain what you expect and why. While the “why” isn’t necessarily a requirement, it can help set the relationship on a good path and establish trust on a person-to-person basis.
The onboarding process is also a great time to set up recurring meetings, if needed. You’ll probably need more meeting time at the beginning of the contract to get your team member(s) comfortable with your business and their tasks. If you need to meet weekly then move to monthly, make that clear with your contractor, and get something on the calendar that works for both of you.
Legal Obligations
If you hire a part-time contractor, you’ll need them to fill out a W-9 and 1099 form. A W-9 asks for personal information from your contractor such as name, business name, address, and Taxpayer Identification Number or Social Security Number.
A 1099 reports how much you’ve paid your contractor in a given year. It’s required if you pay your contractor more than $600 in a calendar year. I recommend chatting with a bookkeeper or accountant if you’re unsure which forms to have your new contractor fill out for you.
Be Patient
Be patient with yourself and your new team member. You’re both going through a change, and that requires time. Some things may not get done perfectly the first time, and there may be some miscommunication. It’s all part of working out the kinks of working together. In a new working relationship, everyone is trying their best, even if they sometimes fall short. As time goes on, you’ll learn each other's communication styles and work habits. It will get easier the longer you work together.
Be flexible with the working style of the contractor and be willing to adapt to the processes and tools they’re comfortable using. And be grateful for the services they’re providing you! Heartfelt notes of thanks go a long way and will make your team member feel appreciated.
Hiring a new team member is an exciting time! I want to help you make it the best working relationship possible for both you and the contractor. When onboarding, make sure you share all applicable logins, create training videos, set boundaries, and be patient. These things take time to get right. Just remember that this person is here to help you grow your business. Make it as easy as possible for them to do so, and I know your business will flourish.