A Freelancer's Review of the Elance Workroom

As a freelancer, it's important for me to have a record of all communication with the client and a backup of files of the work performed. Many freelancers rely on email to reiterate many points discussed on the phone. However, these methods of communication are not always reliable and can leave speculation that records were tampered with should a dispute arise.

This is why I use Elance's Workroom when completing jobs with clients. All communication and work is kept within the Workroom and cannot be tampered with by either the client or myself. Discover the three main advantages of using Elance's Workroom when working with a client.

The Elance Workroom Message Board

The Elance Message Board is the work hub of the Workroom. When you first enter, you're taken directly to the message board. This is where you and the client can leave messages to each other when one of you is not present online. When a message is posted on the message board, an email notification will be sent to all who were not in the Workroom when the message was posted. When the other party receives the email message, she can either go to the workroom and respond or respond via email and that email will post directly to the message board.

If both the client and provider are in the workroom at the same time, meeting mode is automatically activated. This allows for real-time open communication between the client and freelancer that is logged for future reference. Since both parties are in the Workroom, no email is sent for each message posted on the board. However, a meeting transcript will be sent to both parties once the meeting has concluded. Sometimes your client may try to communicate outside of the workroom; however, I strongly recommend to never make any project-related decisions outside of the workroom.

File Sharing in the Elance Workroom

Files can be uploaded into the Workroom via an email message attachment, Status Report attachment or a direct upload into the Workroom. I find it easier to upload files as attachments with a message board post or Status Report submission so I can explain to the client what the attachment represents. The Elance Workroom also keeps track of different versions of the same file name.

For example:

You send an attachment for "YourLogo.jpg" with a message board post. The client suggests changes, you add the changes and submit again with the Status Report under the same name "YourLogo.jpg". The client wants one more change made to the design. You complete the changes and then upload the file as an attachment to a message board post with the same name, "YourLogo.jpg". When the client enters into the files section of the Workroom, he or she will see three different versions of the file, "YourLogo.jpg".

The Elance Workroom automatically labels each file upload of "YourLogo.jpg" as v1, v2, v3 and so on. This allows the client to compare each version of the file to see if the changes requested made the design better or if one of the earlier versions is more ideal. Additionally, this ensures that files are not lost or overwritten due to naming and also ensures that duplicate work is not accidentally completed.

Email Directly Into the Elance Workroom

Each project Workroom has its own email address that both the provider and client can use. This email address allows both parties to send messages and files to the Workroom without having to be logged onto Elance. The messages are recorded in the Workroom and can be accessed on the message board along with other direct posts on the board.

Other Tools in the Elance Workroom

These three features are not the only tools the Elance Workroom offers. You can also access the following:

- Billing: Send escrow funding and release requests

- Work View: A tool used for hourly work that allows the client to see what the provider has done for the hours billed.

- Status Reports: Weekly updates the provider sends to the client

- Terms & Milestones: Terms of the project can be reviewed and updated here.

- My Proposal: Provider can review the clients RFP (request for proposal) and their bid for the project.

- Alerts: Project alerts such as status reports due, funding due and project completion date arrival.

- Team: Used to manage team members on a project.

Not every tool within Elance's Workroom will be used by every user. However, it is recommended by Elance and myself to utilize the communication tools the Workroom has to offer. You eliminate the he said/she said confusion, files are not lost as well as ease of recording project progress, time worked and payments requests are all possible within the Elance Workroom. These features, most specifically the archiving of communication and files, are the reasons why I direct clients to request work from me using Elance. I get to cover my assets and so does the client.

RESEARCH

D'Orazio, V. (2009, June 19). You Have to Get Paid: Lessons in Freelancing. Retrieved May 29, 2010, from Comixology: http://www.comixology.com/articles/254/You-Have-to-Get-Paid-Lessons-in-Freelancing

Elance. (2009, May 15). Meeting Mode and Tips for Sending Workroom Messages. Retrieved May 27, 2010, from Elance: http://help.elance.com/entries/36759-meeting-mode-and-tips-for-sending-workroom-messages

Elance. (2009, May 06). Workroom Messages, Meetings and Files. Retrieved May 27, 2010, from Elance: http://help.elance.com/forums/30971/entries/35016

Ng, D. (2010, February 16). 4 Measures to Put in Place So Your Freelance Writing Clients Won't Rip You Off. Retrieved May 29, 2010, from The Freelance Writing Jobs Network: http://www.freelancewritinggigs.com/2010/02/4-measures-to-put-in-place-so-your-freelance-writing-clients-wont-rip-you-off/

Snell, S. (2009, October 21). 13 Tips for Effective Communication with Clients. Retrieved May 27, 2010, from DESIGNM.AG: http://designm.ag/freelance/communication-with-clients/