case study

Extended Workforce Management for Global Agency

A leading event and experiential marketing organization faced challenges due to its lack of visibility into freelance assignments across its U.S. office, including inefficiencies and inconsistencies in freelancer sourcing, rate benchmarking/negotiation, onboarding, invoicing, and reporting. Additionally, with the constantly changing labor legislation, the company increasingly focused on engaging freelancer populations while complying with regulations. As a result, they decided to partner with Atrium to help improve efficiency and compliance while keeping up with the rapidly changing work environment and meeting the needs of their external clients.

the challenge

A well-known leader in providing exceptional event and experiential marketing services faced challenges due to its lack of visibility into freelance assignments across its U.S. offices. Each office had its own talent directory and processes, leading to inefficiencies and inconsistencies in freelancer sourcing, rate benchmarking/negotiation, onboarding, invoicing, and reporting.

Additionally, with the constantly changing labor legislation, the company was increasingly focusing on engaging freelancer populations while complying with regulations. As a result, they were looking for a partner who could help them improve efficiency and compliance while keeping up with the rapidly changing work environment and meeting the needs of their external clients.

Case Study: Extended Workforce Management for Global Agency

Industry: Experiential Marketing

Service(s) Offered: Employer of Record (EOR) Payrolling & Talent Technology

the solution

EOR Payrolling

The company sought a partner to assist their Freelancer community in 2009. After a rigorous evaluation process, they chose AtriumWORKS to provide Employer of Record Payrolling services (EOR/W-2) for digital onboarding, weekly payroll, and labor compliance.

In the 14 years since, AtriumWORKS has provided the agency with a dedicated Account Team to ensure compliance, an outstanding freelancer experience, and innovation. Together, we have established a modern Freelancer engagement program that is compliant, centralized, and efficient.

This program uses electronic requests, consistent and digital Freelancer onboarding, web-based timesheets, and customized invoices.

Talent Technology Consulting

In 2021, our client sought the help of the Atrium Talent Technology Team to find a Freelancer Management System (FMS) to establish a centralized talent rolodex, establish diverse talent pools, and gain added visibility into their sourcing model. AtriumWORKS gathered system requirements, evaluated potential technologies, and presented the company with three FMS partners to choose from. After considering system demonstrations and agency steering committee feedback, our client chose Worksuite as their preferred partner.

AtriumWORKS also supported workflow mapping and implementation based on agency preferences and business needs. This ensured a seamless end-to-end workflow, from identifying freelancers to generating invoices.

highlights

5,000+ unique Freelancers onboarded since 2012

Nearly 600 unique Freelancers onboarded in 2022 across nearly 200 job titles and 1,500+ unique assignments

9,000+ invoices processed in 2022

More than 6,000 email inquiries fielded from Managers and Freelancers

As a single source for the client Pre-Identified W-2 Freelancers, Atrium supplies custom monthly and quarterly reporting

FMS consultation and implementation by AtriumWORKS Talent Technology team

16,000 hours saved onboarding 2000 new freelancers over the course of 18 months

As the exclusive EOR payrolling provider to our client, AtriumWORKS provides cost control by reducing HR administrative duties, including but not limited to:

– Classifying roles according to FLSA regulations

– Digital onboarding and verifying work authorizations- Managing Freelancer eligibility and administering benefits in accordance with the ACA and Paid Sick Time requirements

– Providing and administering Workers’ Compensation insurance, Disability, and Unemployment benefits

– Hosting Manager/Freelancer program orientations

– Supporting compliance with various state regulations (such as providing state-mandated harassment training and reporting for State Pay Data Reporting)

– Offboarding

the results

As the single source for Pre-Identified W-2 Freelancers, AtriumWORKS supplies customized monthly and quarterly reporting and continues to enhance the company’s contingent workforce processes. Since 2012, Atrium has onboarded over 5,000 unique freelancers; and, over the course of 18 months, 16,000 hours were saved onboarding 2000 new freelancers.

In 2022 alone, Atrium onboarded nearly 600 freelancers across almost 200 job titles and completed over 1,500 unique assignments. Additionally, over 9,000 invoices were processed and more than 6,000 email inquiries from both managers and freelancers fielded. These results speak to the many benefits of partnership with Atrium, including holistic visibility into sourcing, reduced onboarding time, assured compliance, and proactive cost control.