Finding a Subcontractor You Can Depend On

Congratulations! Your thriving business has been so successful that you can no longer keep up with the demands of your clients. You now have two choices: 1) start turning clients away or 2) start looking for subcontractors that you can honestly depend on. As business owners, we invest ourselves into our business so how could we ever find someone that will have the same qualities and work ethics that have made our businesses so successful?

Develop a Model
Just as any successful business or product needs a working prototype, so too do you need a “prototype” of what your ideal subcontractor will look like. Start writing a wish list of the qualities you want that subcontractor to have: honesty, solid work ethics, skills, etc. If you are having problems with determining which qualities are important to you, take a different approach and start by deciding what it is you definitely do not want. For example, I don’t want someone that is lazy, turns in below par work and misses deadlines. From determining this you will know that you are looking for a subcontractor that works hard and produces quality projects on time.

Interview Your Candidate
You wouldn’t think of hiring a new employee without an interview, so why is it that many business owners don’t feel it is necessary when hiring a subcontractor? By interviewing your candidates, you have an opportunity to ask those tough questions that probe into the qualities of the candidate. Ask probing questions that are based on real-life experiences and ask the candidate to provide examples based on situations they have dealt with. Describe a situation where: Tell me about a time when: How would you handle:? These are all examples of probing questions. Another good idea is to have a trusted colleague interview your candidates on your behalf as well and offer their opinion. They don’t have as much at stake and are likely to give you some real honest opinions.

Give a Test
Don’t be afraid to test the waters by providing your new subcontractor a small task or project to see the results. Perhaps you have completed a project in the past that you know what the results should look like and the approximate time it should take to complete. Maybe a project needs to be complete for your business that you can have them tackle. Before you have them work on projects for your clients, it is good to have a solid understanding of the quality of work they are capable of providing.

Personality Clashes
Personalities are the key reason that most subcontractor/contractor relationships fail. Take a good long hard look at yourself and figure out what is going to work for you. If you are the type of person that finishes projects well ahead of deadlines, how will you work with someone that works better under pressure? If you are a morning person, can you work with a nighthawk? If you are single, can you work with a mother of young children? For many it works best to find someone with similar personalities and values and for others it works to find someone that is the polar opposite to you.

Get References
Last but not least, the most important step to finding a good subcontractor is to get lots of references and follow up with those references. Look at past projects they have completed and talk to others that have worked with them. The best indicator of future performance is past performance so it is very important to know how they have performed on similar projects, in similar situations and for other clients.

Now that you know the best approach to finding subcontractors, you can truly take your thriving business to the next level and ensure it continues to thrive. Don’t look at success with fear and trepidation. Look at it as the honor and joy it is meant to be. Good luck!!

5 Comments

Candy Beauchamp on April 9, 2009 at 4:18 pm

Interesting… we were talking at VAjot night too about how subcontractors know which “multi-VA” firms to work with, because there’s be a rash of them not paying or having other issues with subcontractors. I guess just like any client, it’s a 2 way street.

(not really on your topic, but reading it reminded me!)

Jenny McKinney on April 9, 2009 at 7:18 pm

Yvonne, I am setting up a referral network and the information you gave in this article is just what I’ve been looking for.

Jeannine Clontz on April 10, 2009 at 11:07 am

Great information,Yvonne –

I think it’s also important that you have a good sub-contractor agreement in place.

It’s always good to have clear and concise information about your reltionship, your confidentiality policy, and how they will, or will not, interact directly with the client.

This should also include exactly how the sub-contractor will be paid. One of the things I believe helps me to keep my most talented subs is the fact that they get paid within a certain period of time, and it’s not reflective upon whether or not the client pays me, and when.

And of course, the only misunderstanding that usually leaves the prospective sub hesitating working in this realm, is that they may not understand that they cannot (in most cases), charge their regular rates. The VA bringing them the business needs to make a little money too because they hold the responsibility for payment and satisfaction from the client, and they had to expend their marketing dollars and efforts in securing the client in the first place.

Working with sub-contractors is a great way to build your VA practice, and build incredible relationships with some extremely talented people! 😉

Wishing you all the best of success.

Jeannine

Janet Barclay on April 11, 2009 at 10:26 am

I would recommend getting to know other VAs and lining up potential subcontractors before you actually need them. That way, if you find yourself behind the eight-ball because of an unexpected high volume or work or deadline, you don’t have to rush through the process of finding someone suitable.

Tracey on April 15, 2009 at 2:29 pm

Very good information here, Yvonne. Just because someone has one skill or another, does not mean that you will be able to work with them (or they with you!). I like the point about the test. When I did sub work I didn’t mind taking on a test project before beginning work with the other VA. It made me feel like I could showcase my skills, and it gave them the peace of mind to work with me. Cover the rules, as Jeannine points out, but then you’ll have a great working relationship.

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Candy Beauchamp on April 9, 2009 at 4:18 pm

Interesting… we were talking at VAjot night too about how subcontractors know which “multi-VA” firms to work with, because there’s be a rash of them not paying or having other issues with subcontractors. I guess just like any client, it’s a 2 way street.

(not really on your topic, but reading it reminded me!)
Jenny McKinney on April 9, 2009 at 7:18 pm

Yvonne, I am setting up a referral network and the information you gave in this article is just what I’ve been looking for.
Jeannine Clontz on April 10, 2009 at 11:07 am

Great information,Yvonne –

I think it’s also important that you have a good sub-contractor agreement in place.

It’s always good to have clear and concise information about your reltionship, your confidentiality policy, and how they will, or will not, interact directly with the client.

This should also include exactly how the sub-contractor will be paid. One of the things I believe helps me to keep my most talented subs is the fact that they get paid within a certain period of time, and it’s not reflective upon whether or not the client pays me, and when.

And of course, the only misunderstanding that usually leaves the prospective sub hesitating working in this realm, is that they may not understand that they cannot (in most cases), charge their regular rates. The VA bringing them the business needs to make a little money too because they hold the responsibility for payment and satisfaction from the client, and they had to expend their marketing dollars and efforts in securing the client in the first place.

Working with sub-contractors is a great way to build your VA practice, and build incredible relationships with some extremely talented people! 😉

Wishing you all the best of success.

Jeannine
Janet Barclay on April 11, 2009 at 10:26 am

I would recommend getting to know other VAs and lining up potential subcontractors before you actually need them. That way, if you find yourself behind the eight-ball because of an unexpected high volume or work or deadline, you don’t have to rush through the process of finding someone suitable.
Tracey on April 15, 2009 at 2:29 pm

Very good information here, Yvonne. Just because someone has one skill or another, does not mean that you will be able to work with them (or they with you!). I like the point about the test. When I did sub work I didn’t mind taking on a test project before beginning work with the other VA. It made me feel like I could showcase my skills, and it gave them the peace of mind to work with me. Cover the rules, as Jeannine points out, but then you’ll have a great working relationship.