First dance with Elance

Outsourcing is becoming a major consideration for corporations, big and small. Even individuals are outsourcing some of their work. It has also caused concern for many people, who’re afraid of what will happen when their work is outsourced.

I, am a programmer. The company I’m working for does offshoring, which means work is given to other employees, but they are located in another country. I say that’s just a long-winded way of saying you’re outsourcing my work to another person.

So I’ve decided to experience being an outsourcer. The project I had in mind? A custom WordPress theme for this blog. I am totally capable of creating simple graphics, working out HTML/CSS and even going through PHP (which I’m unfamiliar with). I might even enjoy the design process.

However, the whole point of this exercise is not the blog theme, but the experience of handling a project with an outsourcee. I’m lucky in that I’ve prepared documents and work requirement for my offshore colleagues, so I leveraged on that experience. Now to find a freelancer…

There are many web sites I can use, such as Elance, Rent A Coder, Guru and Odesk. First, I need to know if the site can service my WordPress theme project. I spent some time browsing through the web sites, doing searches on “custom wordpress theme” and see what comes up. Using the unscientific method of gut feelings, such as “Do I like how the site works?” and “Do I like the general feel of freelancers at the site?”, I decided to use Elance as my base.

Hereafter I detailed some suggestions and advice for you, after I went through the whole thing.

1. Sign up for an account only
Elance gives you the option of posting your project and signing up for an account all at one go, if you’re a new visitor. DO NOT do both together. I strongly suggest you sign up for a new account first.

If you’re like me, you’ll spend an inordinate amount of time thinking up a user ID, and another chunk of time thinking up a password. Having to figure out how to post a project is going to add to your stress level.

2. Verify your credit card
The moment you login to your brand new spanking account, go verify your credit card. Elance requires you to have a valid and verified credit card, because that’s how you’re going to pay your service providers. The verification process takes 3 to 5 working days, depending on the credit card company and your bank.

What does your bank have to do with it? Elance actually charges you, through your credit card, two small amounts. You are supposed to login to your Elance account, where you’ll enter those two amounts, and thereby complete the verification process. If you don’t do Internet banking, you’ll have to either wait for your credit card bill to arrive or call the bank to ask for the two amounts.

Be at ease, because Elance will credit the two amounts back to you, minus currency conversion loss. I lost a few cents due to the US dollar and Singapore dollar conversion. I’ve decided to accept this level of loss. It’s a one time thing anyway.

The verification takes time, and service providers like to know that payment is assured. A project has a payment icon, featuring “Credit Card Confirmed” and “Elance Billing and Payment Confirmed”. The latter, which means your credit card is verified, is more likely to attract more and better service providers. Which is part of the reason why you should just sign up without posting any project, until your credit card is verified first.

3. Posting your project
There are quite a few options available. Depending on your project, you’ll have to decide which category to post it to. Choose one major category and the sub category. You don’t have to post it to multiple categories, because the service providers will be able to search for new projects. The last thing you want to do as a new buyer of services is to project spam.

3a. Project description
Be specific. Describe your project in simple, clear and unambiguous language. Even if you want ambiguity, state precisely that, as in “The requirement for the image is deliberately ambiguous to encourage your creativity.”

Note that your potential service providers may not speak your language as their main language. Be precise in your requirements. Do not state anything that might possibly be construed as having any meaning other than what you mean. Believe me, it saves time and anguish to do it right the first time.

Your project description will be seen with a shortened version when searched. Make full use of this short version. I think it’s about 240 characters in length, so put your main points in front. Full versions are seen when service providers log in. Some might just glance through projects, looking at only their brief descriptions without logging in. Just my opinion.

3b. Bid period
The default length of bidding is 7 days. I set it to 12 days, since I thought I could spare the time. Wrong move! 7 days is actually quite ideal. Any shorter, and you might fail to get enough good bids. Any longer, and you lose urgency. On hindsight, I should have set the bid period to 8 days. This should give prospective providers a full week, in case they don’t check every day.

Again, on hindsight, I should have posted on a Monday. I posted mine on a Saturday, and I felt I could have given my project a better chance if I had waited two more days. You can only choose the project post day if you signed up without immediately posting your project too. See, point number one is very important…

3c. Escrow
If your project has a justifiable high budget, consider setting it up as an Escrow project. What it means is that you pay Elance first, which holds the payment. Upon completion of project milestones agreed by you and the service provider, Elance will then pay the service provider. Since you are the new kid on the block, service providers are more likely to trust Elance to pay them than to trust you to pay them.

Of course, service providers can bid with an Escrow option. If you then choose them, your project payment will change to payment with Escrow, even if you initially set it to Standard payment.

4. Managing bids
Check out the service providers bidding on your project. Check their portfolio, their Elance history, their web site if any. Most importantly, take note of their payment agreement or timeline. This gives you an idea of how their business agreement will be phrased.

Then send them messages through the Private Messaging Board (PMB) provided by Elance. You are basically conducting interviews. Ask them questions just as if you are hiring them. Hey, you are hiring them. Now that your money is on the line, you should be questioning them.

The PMB records all correspondence between you and the service provider, and is used to settle any disputes or misunderstandings.

5. Be firm with your budget
Don’t have a rubbery budget. The first service provider I chose had a different idea of what they should be paid versus what I was willing to pay, even though I’ve stated my budget when I posted my project. Be careful when a service provider says the bid is there as a placeholder, and the budget can be discussed further in the PMB.

There’s nothing wrong with that. I’m just not ready to dish out tons of cash with a non-existent budget limit. I was willing to pay a bit more, so I negotiated a higher budget and still the service provider was unhappy. In the end, the service provider dropped the bid, and I had to choose another one. This cost me two days of messaging back and forth. Because I had a rubbery budget.

Perhaps I didn’t do enough research checking out the average prices for doing WordPress themes on Elance…

6. Note the time zone
Your service provider is probably from a different time zone than you. Take this into account when you communicate with them. Your service provider has their country listed. Just find out what time it is in their country.

I’m in Singapore, and my chosen provider is in India, so they are about 5 hours behind me. If I send them a message at night, I can expect a reply say 1 or 2 pm the next day in Singapore, assuming they start work at 8 or 9 am.

7. Be clear in your correspondence with service providers
Having clear project descriptions helps reduce correspondence time. Sending clear messages in the PMB helps too. Once, I said the heading was too “bold”. I meant that it looked too obvious, too in-your-face. My service provider took that to mean the font was bold, as in the font was bold. Always say what you mean.

8. Paying your service provider
Surprisingly, payment was easy. My project was posted with the Standard payment option, so I don’t know how the Escrow paying process is like. For the Standard version, all I had to do was enter the amount I want to pay the service provider and click “Submit”.

The business agreement between the service provider and me was half of payment at the start of the project and the rest upon completion.

So far, my experience as an outsourcer isn’t too bad. Elance is actually quite easy to use and navigate. From my experience dealing with my offshore colleagues, I’ve learnt to ignore certain levels of quality in the work. In this case, the payment wasn’t high, so I decided not to badger the service provider for too many changes.

This doesn’t mean you should settle for sub-par quality work! I’m just saying you get what you pay for. For me, this was a learning experience. Besides, I’m probably going to tweak the design further. Doing the changes myself is faster than sending a message to the service provider, have them do it, send it back to you, and it’s still not what you want.

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