Guide to working with freelancers

Freelancing is part of the sector’s ecosystem. Whether you are a small organisation looking for specialist expertise or an organisation undertaking a large-scale project, freelancers and consultants with specific skill sets enable the sector to deliver to the communities we serve.

We have a responsibility to ensure they are respected, treated positively, and have many accessible opportunities to contribute their talents and expertise. Outlined below are some of the things you should explore as part of engaging freelancers and consultants.

1. Tender specification – ensure there is clarity on the deliverable or output, including a clear point of contact for the work undertaken.
2. Tender process – this should be open, transparent and inclusive, remembering and respecting freelancers’ intellectual property and time invested. The process should not require freelancers to undertake significant free work – work undertaken should be enough for a decision to be made, not for the project to be delivered. Be clear about what you are asking for, and ask whether your ask is proportionate to the contract size. For large scale tenders, you may wish to build in some remuneration as part of the tendering process.
3. Remuneration – ensure that rates reflect the complexity of the contract and associated activities, and that pay rates include additional on-costs for freelancers, for example a percentage for national insurance, tax, sick pay, training and development and pensions.
4. Tender change control – if there is a change in the specification, this should be reflected in an increase in the remuneration of the work undertaken, or the reduction or removal of other activities. Freelancers should not be working for free.
5. Payment – a fixed payment schedule is preferable to ensure freelancers are paid on time.
6. Respect – you have sought a freelancer’s expertise, so respect their views and listen to their advice.
7. Induction and orientation – depending on the length of the relationship, you may wish to support your freelancer in understanding your organisation and creating relationships with key internal and external stakeholders.
8. Wellbeing – we have a duty of care to ensure that everyone who works in and with museums has a positive experience. Take your responsibilities seriously, in terms of timely and accurate payment, boundaries and notice of work activities, empathy and support.
9. Recognition – ensure that you thank, praise and recognise the contribution of freelancers in the work that they do. This is over and above formal agreements in place for intellectual property, which should be agreed at the earliest opportunity in terms of ownership and when and where materials can be used.
10. Review – review all contracts and relationships throughout the contract. Following completion, reflect on what learning can be put in place to ensure a positive and equitable freelance experience.