Why your managers aren’t using expensive VMS to manage freelancers

May 16, 2022
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Key Takeaways

  • Vendor management systems (VMS) can be too complex and time-consuming for team leads and managers to use effectively, resulting in poor documentation and difficulty in tracking important metrics related to freelancers.
  • Team leads and managers often avoid using VMS, preferring to focus on their primary responsibilities, such as managing their teams and delivering on project goals.

Managing freelancers can be a complex and time-consuming process, particularly for teams that work with multiple freelancers at the same time. One of the most significant challenges in managing freelancers is tracking their availability, work quality, and billing status. This is where vendor management systems (VMS) come into play. A VMS is a software platform that allows businesses to manage their contingent workforce, including freelancers and contractors, in a centralized and streamlined manner. However, despite the benefits that VMS offers, many team leads and managers are not using them. Why is that so? The answer is simple; it’s too hard and takes too much time.

“As the CEO, I have honed my leadership skills and fostered a collaborative work environment that values growth and inclusivity. I believe that people are at the heart of any organization’s success, and I am committed to creating an empowering atmosphere that promotes teamwork and innovation.”

Angie Kramer, CEO JobBliss

The primary reason why team leads and managers avoid using your VMS to manage their freelancers is that the software is too complicated and time-consuming. VMS platforms require significant investment in terms of time and effort with onboarding and daily input to learn and use effectively. In most cases, team leads and managers have to navigate through multiple screens and interfaces to perform even basic functions such as adding a new freelancer or tracking their work status. This can be incredibly frustrating, particularly for team leads and managers who are already dealing with a host of other tasks and responsibilities.

Moreover, VMS platforms often require extensive training and onboarding, which can further add to the already substantial time commitment. Many team leads and managers are not willing to invest the time required to become proficient in using VMS. They would rather focus on their primary responsibilities, such as managing their teams and delivering on project goals.

Another critical issue with VMS platforms is that they often lack user-friendliness. The software can be overly complicated, with too many features and options that are not relevant to the user’s needs. This can make it challenging for team leads and managers to navigate the platform effectively, resulting in frustration and decreased productivity.

And let’s not forget the overall cost of some of these systems…

As a result of these challenges, many team leads and managers are not adequately documenting their interactions with freelancers, making it challenging to track important metrics such as work quality, availability, and billing status. This can lead to missed deadlines, incorrect billing, and a general lack of visibility into the freelancers’ work status. These issues can have a significant impact on project outcomes and business success.

How can you forecast and plan, if you don’t know what’s going on?

Okay, so what’s the plan? The trick is to give your team leads and managers a system that’s actually enjoyable to use, while still being user-friendly and not taking up too much of their precious time. Basically, you need to make it EASY for them. This means a system with intuitive interfaces and straightforward features that cater to their specific needs. The platform should also be flexible enough to accommodate different workflows and processes, so that team leads and managers can tailor it to their unique requirements.