GOLDEN RULES for choosing and using a consultant

1 DEFINE THE OBJECTIVES.

Describe the job you want done and specify the things you expect from the project.

Understand how you expect your business will benefit from the work

Decide on timescales, scope and any constraints on the assignment.

Clarify your own role, any staff who might be involved and how their time will be made available.

2 AGREE OBJECTIVES WITH COLLEAGUES.

Consult with appropriate directors and managers on the nature of the need.

Define the specific needs for the expertise you want.

You may decide that you require 'hand holding' discussions with the consultant as opposed to a definite assignment. Many clients obtain considerable value from this sort of assistance. Be sure you still have a written fee quote and terms of reference.

3 BRIEF CONSULTANT PROPERLY.

Prepare a brief which clearly defines your need. Discuss scope, timescales and reporting procedure and any constraints.

Remember, the cheapest quote may not be best value for money. Make sure that, where more than one consultancy is quoting, that you compare 'apples with apples'. Proposal letters will differ in their layout.

4 ASK FOR WRITTEN PROPOSAL.

Invite the consultant to submit a written proposal which should include:

• Understanding of the problem.
• Method for solving need/problem.
• Schedules illustrating understanding of the client company, with other supporting documentation as necessary.
• Work plan and Estimated timescales
• Fees, expenses, other costs, payment terms.
• Terms of business and any guarantees.
• Other input required from the client company.

5 MEET PROJECT CONSULTANT

Many firms, often the larger, will send a senior person to discuss the assignment but delegate the work to another consultant. Successful consultancy requires goodwill in human communications. Meet the consultant who will be undertaking the assignment. If not the person you originally discussed the project with, then using the original brief and consultancy firm proposal - make sure the 'doing consultant' actually understands and in your opinion is up to the task.

If not comfortable with the consultant, do not feel pressured into accepting him/her.

Select the firm or individual you feel has the experience and who you feel you can work with comfortably.

6 ASK FOR REFERENCES

7 AGREE WRITTEN TERMS

If in doubt, discuss the matter with the consultant.

8 STAY INVOLVED

Using consultants effectively demands a commitment of time as well as money from the client.

Remember that you must keep in touch with the progress of the assignment in order to gain benefit. Make sure that the consultant keeps you fully briefed, particularly if formal progress meetings are not written into the programme.

If input is required from the client then make sure that you do it promptly and within agreed timescales. Consultancy requires an investment of client time.

By keeping in touch with assignment progress you should ensure that there are no hidden surprises!