Choosing the Right Consultant

Editor's Note: This article was originally published on November 7, 2002, but was updated on October 27, 2008, by Becky Wiegand, a staff writer for TechSoup.

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 salesman who says 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 usually 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.

Before you start trying to select the perfect consultant for your project, you can save yourself a lot of time and hassle by ensuring that your project goals are well outlined or that you've developed a request for proposals clearly stating the the final outcome you desire. During your interview process, it can help you and the consultant determine whether there would be a good match for the project.

Things to find out in the interview:

1. 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, work history, references, and portfolio of similar work.
2. Does the consultant understand how nonprofits work? A consultant who has experience working with nonprofits is always preferable, since they may have a more direct understanding of nonprofit needs and challenges. If you use consultants who work mainly with businesses, make sure they understand the nonprofit world. See the article Working with Corporate Volunteers and Consultants for ideas on how to orient corporate consultants so that they take your needs and limitations into account. It helps to make sure that consultants understand your agency'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.
3. How well does their solution fit? Talk through your needs as you see them. Ask them what solution they would propose. Can they articulate how the solution would address your needs? Can they justify why it is the least expensive solution that will work well?
4. 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 have to listen silently and feel ignorant. When the consultants use technical terms, do they 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?
5. Are they trying to push one specific product? Some consultants have a special relationship with certain vendors, and will recommend their products even if they are not what you need. Others may recommend something simply because they are more familiar with it. Make sure the consultant does not represent any software or hardware companies that could be in conflict with fulfilling your project needs.
6. How busy is the consultant? Can the consultant commit to finishing the project in the time frame you want? A busy consultant may still be able to complete your project without any difficulties, as long as the timeline put forth seems reasonable and clearly thought out.
7. Is the consultant clear about the responsibilities of the project? Ask any 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 or scope of work from them. See the work plan section below.
8. What fee structure does the consultant use? Some consultants charge by the hour, some charge by fulfilling specific deliverable tasks, and some charge for the whole project. Are they 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 Web sites probably makes them according to a formula that may not be what you want. The bottom line, of course, is whether you can afford their rates or get them to negotiate.
9. Can the project be completed remotely? Sometimes the best consultant for the job may not be in your back yard so it's good to consider whether your project or task can be done via Internet and phone conversations. You may find the best qualified consultant can complete the task without delay from a remote or virtual location instead of working hands-on in your office.
10. Do they require a long-term contract for their services? A variety of consulting services are available to fulfill technology needs. For example, you could hire a consultant to create a new Web site for your organization. Their contract may end once the site launches, but they may also have a regular maintenance retainer included in their contract to continue to provide support long after it launches. This may be just what your organization needs, but it also may not. It's always best to know up-front what their terms will be.

If the interview gives you a good impression, it's still best to check the consultant's references carefully. This CompassPoint Nonprofit Services article has some great information on checking references.

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 a potential consultant to come up with a work plan for the project. If you decide to go with that consultant, you can incorporate the work plan into the contract you write. 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, on your board, or colleagues 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.