Technology Grantmaking Toolkit: Practical tools for technology grantmaking in Canada's voluntary sector

8. Choosing the right consultant

Objective: Provide tips on what to look for in a technology consultant.

Should your organization decide to use a consultant for a project, it might be tempting to hire the first one you hear about. After all, who has time to interview an endless list of candidates? But the first consultant who offers to help you is not necessarily the best choice. Would you trust the first shoe salesperson who says she or he has just your style?

Finding a consultant you have a good working relationship with is crucial. You are going to be investing significant time and money in this; it’s best to shop around and interview several candidates.

An in-person interview is the best way to find out if the consultant is someone you want to work with. But if you have only a small, well-defined project, a phone interview may be enough.

Things to find out in the interview:

Does the consultant’s technical experience match your needs?
Does the consultant understand the hardware, operating system, and software that your organization uses or is likely to use? Has the consultant worked on similar projects before? Look at the consultant’s educational background and work history.

Does the consultant understand how voluntary sector organizations work?
A consultant who has experience working with voluntary sector organizations is always preferable, but VSO technical consultants can be hard to find. If you use consultants who work mainly with businesses, make sure they understand the voluntary sector. It helps to make sure that consultants understand your organization’s specific mission as well. Do they know why the technical project is important to you and what you need to be able to use the technology for? If the work involves discussion and negotiation, make sure the consultant’s values are compatible with yours and with what is needed to do the job well.

How well does their solution fit?
Talk through your needs as you see them. Ask them what solution they would propose. Ask them to articulate how the solution would address your needs and to justify why the solution they chose will be the best.

Do they explain things in a way you can understand?
Consultants who make fancy speeches about what you need and use jargon you don’t understand are not doing their job. You should never listen silently and feel ignorant when consultants use technical terms. Ask them to explain what they mean. Do they clarify what you need to understand, so you can see how it will impact your work? Do you feel comfortable asking ‘dumb’ questions?

Are they trying to push one specific product?
Some consultants have a special relationship with certain vendors, and will recommend that vendor’s products even if they are not what your organization needs. Others may recommend something simply because they are more familiar with it. Make sure the consultant does not represent any software or hardware companies.

How busy is the consultant?
Can the consultant commit to finishing the project in the time frame you want?

Is the consultant clear about the responsibilities of the project?
Ask consultants to articulate what their role will be and what specific tasks they will have to accomplish. Find out how busy they will be with other things while they work on your project. The best way to find out how much they have thought it through is to request a proposed work plan from them.

What fee structure does the consultant use?
Some consultants charge by the hour and some charge for the whole project. Is the consultant willing to break the project down into stages, with an estimated fee for each stage? Watch out for pat answers about how much things will cost. For instance, a consultant who always charges the same to make websites probably makes them according to a formula. That structure may not be what you want or need.

The bottom line, of course, is whether you can afford their rates or get them to negotiate a lower price if you can’t. If the interview gives you a good impression, it’s still best to check the consultant’s references carefully. CompassPoint Voluntary Sector Organization Services offers a great article on checking references. See: http://www.ontap.org/advice.html#interview.

Request a Work Plan or Proposal

The final step in making a decision about a consultant is to see a concrete proposal for the project. You can ask bidding consultants to develop a work plan for the project. Then, you can incorporate the work plan into the contract you write for the consultant you hire. If the consultant comes up with a work plan that is extremely technical, don’t assume it is fine. Ask for an explanation in terms you understand. You can also research it by running it by people in your organization or on your board who know enough to tell if it sounds right.

Once you have interviewed the consultants, checked their references and seen their proposals, the bottom line is how you feel about them. Who can you work best with?

By carefully evaluating several candidates, you can be more confident that your consultant will be the best one for your organization. And by spending a little extra time in the selection process, you can help avoid a world of trouble later on.