Many companies hesitate to work with independent freelancers! Why?

Who owns the know-how in your company?

Many companies express concern about knowledge retention when working with independent freelancers. Internal employees typically remain longer within organizations, develop familiarity with company culture, and accumulate institutional knowledge.

Independent freelancers, consultants or externals as we all like to call them, by contrast, often conclude their involvement once a project is completed.

But who owns the inside knowledge?

Knowledge retention depends on documentation and transfer processes in our opinion.

-Written records, guidelines, and handover meetings can preserve information.

-Deliverables may include both the completed work and supporting documentation.

-Knowledge continuity is maintained when organizations implement systematic processes.

-Employee turnover also occurs among full-time staff. Therefore, the risk of knowledge loss is present in both employment models.

The determining factor is whether procedures exist to capture and store knowledge independently of individual workers.

Access expertise only when required

Certain roles, such as cybersecurity specialists, automation developers, UX designers, and tax experts, are not needed on a daily basis. Employing full-time staff for these skills increases fixed costs when demand is intermittent.

"Externals" or independent freelancers provide access to specialised knowledge for specific projects without long-term contractual commitments. They may also introduce perspectives that differ from internal practices.

You don’t need a full-time hire for a one-time job. Bring in the right independent freelancer when the moment calls for it — quick, smart, and efficient.

Optimise workforce costs isn’t about choosing one over the other. It’s about using both intelligently.

First and foremost, In-house employees typically contribute long-term stability, familiarity with company culture, and established relationships with clients and partners. On the other hand, Independent frreelancers or consultants typically contribute flexibility, specialised expertise, and external perspectives. Your business will stays stable at its core, and adaptable when conditions change.

hire independent freelancers

Hiring with Incentives — is it always beneficial?

In countries such as Belgium, employers can benefit from subsidies, reduced social contributions, or tax incentives tied to specific hiring schemes. While these mechanisms aim to stimulate employment, they may also influence workforce decisions.

When incentives expire, payroll costs can rise and organisational restructuring becomes more challenging, potentially leaving companies with staffing levels that no longer match operational requirements.

How to avoid the subsidy trap?

Employment subsidies can influence hiring practices. When organisations expand their workforce primarily to benefit from subsidies, several outcomes may occur:

-Teams may grow without direct alignment to operational requirements.

-Payroll costs can increase once subsidies expire.

-Workforce structures may become less flexible and harder to adjust.

-Recruitment may be driven by financial incentives rather than long-term value creation.

These effects illustrate how subsidies can shape workforce composition beyond immediate business needs.

Can a governments apply this model too?

The use of external expertise is not limited to private companies. Governments and public institutions, funded through taxation, also combine permanent staff with independent experts.

Permanent teams provide continuity of public services but generate long-term employment costs, pension obligations, and administrative overhead. To address specific projects or temporary requirements, governments may engage freelancers or consultants. This practice allows access to specialised skills, supports digital transitions, and reduces the need for permanent hires for short-term missions.

Freelancers and consultants are used to complement civil servants, contributing to defined initiatives without replacing core public service roles.

Final thought

Cost management in organisations and institutions involves balancing permanent employment with flexible external expertise. Subsidies, data protection, fair compensation, and adaptable workforce structures are factors that influence efficiency and sustainability.

Modern European organisations employ a combination of permanent staff and external specialists to remain competitive while maintaining responsibility in their employment practices.