Articles by Janis Ryder

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• » Top 10 Things to Look for in a Consultant

  Whether you are in a government, not-for-profit, or corporate organization, how can you be sure you are being responsible in hiring your next consultant? Click on the article title to read more

• » Why Survive when You can Thrive?

  The most important factor that executives say is critical to thrive in today’s world:
  Develop and communicate a strong vision. Click on the article title to read more

Top 10 Things to Look for in a Consultant

News of gross overspending and nepotism in contract agreements with consulting firms often force us to review our own practices. You may know that external consultants can provide unique expertise, broad experience and an unbiased perspective to strategic issues, systems challenges, and organizational change initiatives. You may acknowledge that seeking the services of a professional consultant is not admitting a lack of confidence in your own abilities, but rather a desire to expand your options and opportunities and ensure future success.

But whether you are in a government, not-for-profit, or corporate organization, how can you be sure you are being responsible in hiring your next consultant?

Here’s my TOP TEN List:

1. Seek out Referrals

Talk to colleagues whom you trust in similar organizations (in your field and approximately your size) and ask them for suggestions. This is much better than scanning the internet and cold calling. Gather at least 3 options and check out each consultant’s web site before you proceed to contact him/her. Ensure you are comfortable with the mission, messaging, client list etc. that you find.

2. Check out Competence (Expertise and Experience)

Ensure that you meet face-to-face with prospective consultants. In this meeting, be as prepared and particular as you would be for a staff interview. Preferably have 2 people interviewing each prospective consultant, especially if he/she is new to the organization and document your meeting. Ask the consultant to provide an overview of his/her background and listen for relevant experience in your field and with your current issue or project. Ask the consultant to comment on other similar projects and describe the issue, the approach used, and the outcome.

3. Discuss Character Alignment

Just as you want to hire staff aligned with your organizational vision and keen to be good ambassadors, so you want to be assured that a consultant representing your organization shares your organizational values and believes in your mission. Ensure you discuss these, clarify understanding and confirm alignment.

4. Consider Chemistry

You know your organization and the individuals who will be interacting with the consultant. Be cognizant when you interview each prospective consultant of how well he/she will “fit in” with your organizational culture. The proverbial “bull” will not be able to do effective work in a “china shop” environment, nor will the “sheep” last in a “lion’s den” context. Above all, consultants should be good listeners, so beware if you have trouble getting a word in edgewise during your first meeting.

5. Confirm Availability

Clarify your timelines with the prospective consultant, i.e. the completion date as well as interim target dates that may include key Board meetings, leadership team meetings etc. Ask what other major projects the consultant is committed to and confirm how and where they plan to work throughout the project.

6. Request Fee Structure

Before proceeding, ask the prospective consultant to provide his/her fee structure. This can either be based on a daily fee or by the project. Also inquire how he/she will require payment, i.e. a certain percentage on signing the contract, another percentage at mid-point etc., or monthly billing. Confirm what taxes and/or expenses would be additional charges.

7. Contact References

Check references the prospective consultant provided to you, preferably in a similar field and of comparable size, using the following questions:

• Describe the issue or problem this consultant worked on.
• What approach was used and what was the impact of this approach on your organization?
• What was the outcome of the consultant’s work with you (short-term and longer-term)?
• Did the consultant meet deadlines? With quality work?
• Would you do anything differently next time in working with this consultant?
• Would you hire this consultant again?

8. Request a Contract Proposal

Once you are satisfied which consultant(s) you want to proceed with, contact them again and confirm further details of the consulting project. Ask for a contract proposal that outlines:

• Objective of the project
• Steps in the process / deliverables / interim target dates
• Expectations of both consultant and organization
• Outcome: product (report, event, program etc.) and completion date
• Fee and payment structure

Review the proposals and make a decision to hire.

9. Sign a Confidentiality Agreement

This may be part of your Contract Agreement but it is worthy of its own point. Ensure you discuss what access the consultant will have to documents (written and electronic), people (staff, Board, clients, donors, partners, competitors etc.) and other resources and how that access will be approved. Provide the consultant with a document to sign confirming he/she will maintain confidentiality of all information accessed during the project.

10. Complete the Contract Agreement

Both the consultant and the hiring organization should have signed copies of the Contract Agreement that outlines:

• the purpose of the contract/project
• the terms (dates) of the agreement
• an overview of the project plan with deliverables and due dates
• the fees and payment structure (including taxes and expenses, if applicable)
• clarification re: key contact person
• a termination clause, should either party choose to end the agreement prior to the term date

By following these Top Ten guidelines, you’re well on your way to a healthy and productive relationship with a consultant. Keep monitoring your plan and readjusting as you progress…and you’ll find consultants can indeed facilitate your organizational growth and development!