Choosing a Consultant Checklist

A key component of any successful consultancy relationship is establishing a clear brief and terms of reference for the work. Putting time into this before you start can help:

• Avoid problems
• Ensure the work that is undertaken meets your needs
• Builds a successful relationship

The precise route and processes used to select a consultant will inevitably vary in the light of the needs and existing experience of the organisation making the appointment and timescales that have to be observed.

The information and ideas in the following guidance is intended to help you get the most out of any consultancy arrangement. All the consultants listed will be happy to work with you to help develop your project, but you should be clear before you begin what you and your organisation wishes to achieve from any consultancy contract.

What type of consultancy do you want?

Facilitator – for a specific process to help the organisation achieve a particular goal.

Training - External consultants can provide the framework for developing a shared understanding, ensure skills are in place to deliver and support the development of those who have not been through the process before.

Objective Perspective - As an outsider to the organisation the consultant can ask questions and challenge existing traditions, assumptions, and routines more objectively than staff and board members can.

Expert – Someone with specific expertise and skills that may be lacking in your organisations to help deal with a problem or achieve certain goals.

Additional resources – Someone extra, for a short period, to lead, develop or support a particular area of work.

Decide:

Decide who is going to prepare and agree the brief, timetable and budget. How will you tender for the work? What are your selection criteria? Who will manage the contract?

Preparing the Initial Brief:

The following topics should be discussed with the consultants and included in a clearly written brief.

• Be clear about what it is you want the consultant to do and how this links with your organisation’s aims and mission.
• Define clear aims for the consultancy and what you want to achieve at the end of it.
• Ensure you have a realistic budget and timescales.
• The outcomes you expect.
• The timescale.
• Costs.
• Management of the consultant.
• Reporting arrangements and accountability.
• Review of progress.
• Termination of the contract.

Choosing the Consultant:

• Decide how you will shortlist and whether you will interview and receive written tenders.
• You may want to send consultants you know your brief and invite them to tender.
• Give a deadline for submission for a proposal and explain clearly what should be included in the brief: their approach, experience and qualifications, timetable, budgets, all expenses, references etc.
• Does the consultant have a statement of how they work including confidentiality, equal opportunities etc.

Agreeing the final brief:

Once you have chosen your consultant it is advisable before contracts are agreed to hold an initial scoping meeting. This will provide an opportunity for both parties to:

• Refine a final brief with the consultant.
• Agree the timetable, fees, costs and payment details.

It is normal practice for consultants to work out fees on a day rate basis, which will vary according to the complexity and duration of the project and the size and level of expertise of the consultancy organisation chosen. Typically fees payable are likely to currently fall in a range of between circa £250 - £600 per day.

On Appointment

• Draw up a contract; give regular feedback to the consultant and the rest of the organisation.
• Ensure the timetable and budget are adhered to or changes jointly agreed.
• Keep on top of your responsibilities in terms of delivering information to the consultant.

Responsibilities

Ensuring the consultancy works is the responsibility of both parties.

Your Responsibilities

• Honesty.
• Clear communication.
• Follow Through.
• Learning from the Experience.
• Willingness to Change.
• Ending the productive relationship.

Responsibilities of the Consultant

• Keep to the brief and outcomes.
• Keep to the timescale.
• Keep to the budget.
• Honesty.
• Confidentiality.
• Ensure it is a learning experience.
• Ask for evaluation of their performance.

Receiving the results:

• Decide how you want the consultant to report their recommendations or conclusions.
• Decide how the report and/or its recommendations are to be distributed.

Assessing the Outcome:

• Consider if you have got what you asked for, in the form in which you asked for it.
• Discuss the report with the consultants and negotiate any amendments or additions.
• Act on the recommendations.
• Give the consultant feedback on their work, approach etc.

Adapted from NCVO - How to choose a consultant.