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So You Want to Hire a Consultant?

23 @ 4 Series

2

Start to Finish

1. When to use 1. When to use

Internally Internally

Choose Choose

2. Steps to take2. Steps to take

3. How to manage3. How to manage

Find Consultant Find Consultant

4. Resources4. Resources

3

A Consultant may be useful

Needs an

Expert

Is FunderRequired

Need Objective

ViewPrevious Attempt

failed

Your organization

When…Doesn’t Agree

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Steps to Take

Step 1InternalStep 1

InternalStep 2

IdentifyStep 2

IdentifyStep 3

ChooseStep 3

Choose

•Know what org wants

•Be prepared

•Consensus internally

•RFP

•Ask other organizations

•Interview candidates

•Contract

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Step 1: Questions to Ask*

What are problems (both symptoms and causes)?

What are expectations; what’s needed?

What should end look like?

What skills are required?

Who are internal contacts?

What’s the time frame?

How much do you have to spend?

*Your organization, board & staff

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Through professional contacts

Through an RFP (coming up later)

From referrals

Step 2: Find a Consultant

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The RFP

Gives info on what org needs

Gets written proposals

Gets bids on fees & expenses

Gives org time to look them over carefully

Allows for interviews & check of references

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Organization name, brief history, current situation

Purpose, consultant type, qualifications sought

The RFP contains:

Tasks to be accomplished

How to apply, deadline and submission

Address or person to receive the proposal

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Have you done this before?

Have you worked with a similar organization before?

How busy will you be?

Step 3: Questions to Ask*

How much time will our staff need to give you?

What’s your role in the project?

*Prospective consultants

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Choosing the Right One

Does consultant understand nonprofits?

Does their solution fit the need?

Can you understand what they say?

Are they trying to sell something?

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Choosing the Right One

How do they charge, by set fees or the

hour?

Can the job be done virtually?

Do you feel comfortable with them?

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Contractual Agreement

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Contractual Agreement

Contains:

Itemized tasks, responsibilities,

expectations of both Client & Consultant

Timeline

Completion date

Contains:

Fee(s) & date(s) of payment

Contingency factors

Termination waiver

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Consultant Roles

1. Expert

2. Extra Pair of Hands

3. Collaborative

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How to Manage Consultant

Progress Reports

• Outline Methodology

• Findings

• Preliminary reports

• Final repot

• Evaluation

Be Prepared

• For changes in process

• Discuss unclear results

• Negotiate/resolve problems

• Pay consultant on time

•Input

•Process

•Output

•Outcomes

•Debrief

Evaluate

Regular Communica

tion

• Timetable

• Confirm responsibilities

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Evaluation

Regularly during

3 & 6 month follow ups

Agree before on what is success