How to Manage Your Consultants

This episode of the Clearly Podcast features a discussion on how clients can effectively manage their IT consultants. Key points include:

1. Finding the Right Consultant:
   • Clearly define your needs, including the level of expertise required, prior experience, and company culture fit.
   • Engage all relevant stakeholders in defining these needs to avoid common mistakes.
2. Managing Consultants for Maximum Benefit:
   • Use effective communication tools like SharePoint or Teams.
   • Set up regular but purposeful meetings, avoiding unnecessary attendees to save time and resources.
   • Ensure proper documentation of key processes and critical components for smooth handovers and continuity.
3. Avoiding Common Pitfalls:
   • Late payments can severely impact boutique firms; timely payments are crucial.
   • Avoid asking for free consulting or heavy discounts based on promises of future work or referrals.
   • Ensure contracts are fair and balanced, reflecting the value provided.
4. Additional Advice:
   • Value the expertise consultants bring and ensure they are used efficiently.
   • Maintain good communication and relationships to prevent misunderstandings and ensure smooth project execution.

For more detailed advice or assistance, listeners can reach out to Dave Saunders via LinkedIn or email at dave.saunders@gazingcloud.com. The podcast concludes with a note that the next episode will cover a different topic.

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Transcript

Andy: This week's special guest is someone we've known for nearly 20 years, our good friend and former colleague in the Microsoft world, Dave Saunders. Dave, can you introduce yourself?

Dave: Hi, Andy. Hi, everyone. I'm Dave Saunders. I've been in this industry for about 25 years.

Andy: The topic today is advice for clients who employ IT consultants. What should they know about engaging consultants for long-term relationships? Dave, can you lead this discussion with Tom, Shailan, and me chipping in?

Dave: Sure. Finding a consultant that fits your needs and culture sounds simple but involves several factors. As a customer, you need to clearly define what you want, the level of seniority required, prior experience needed, and any company culture points. The main mistake many customers make is not clearly defining their needs.

Andy: Why do you think that happens?

Dave: Often, directors or key stakeholders decide they need a system like CRM or ERP and secure a budget. However, they don't communicate effectively with the people who will use the system, leading to a lack of detailed requirements.

Andy: How should a client manage the consultant or consultants over the term of the engagement for maximum benefit?

Dave: Use the right tools for communication, like SharePoint or Teams. Set up regular but purposeful meetings. Avoid having unnecessary attendees in meetings, as it can waste time and resources.

Tom: I've seen meetings with many consultants where the cost just for an hour is significant. Ensure that there's value in having each person there.

Dave: Exactly. It’s important for the client to manage who is involved in these meetings. Also, clear documentation is crucial. If you have to hand over to a new consultant, they should be able to understand what’s been done easily.

Andy: How can a client ensure proper documentation?

Dave: Document key processes and critical components. Make sure it's maintained and updated regularly, especially for critical business processes.

Andy: What should clients avoid doing?

Dave: Avoid late payments, as they can hurt smaller boutique firms. Also, don't ask for free consulting or heavy discounts without understanding the value being provided.

Tom: Discounts based on promises of future work or referrals often end up being unfulfilled. Set fair and reasonable expectations from the start.

Shailan: Clients sometimes compare consultancy rates to individual contractors, but they need to consider the value and backing of a team.

Dave: Fairness is key. Have a strong, balanced contract. Clients should know what they want before engaging a consultant.

Andy: That's great advice, Dave. For clients unsure about what to do, how can they reach you?

Dave: You can find me on LinkedIn or email me at dave.saunders@gazingcloud.com.

Andy: Thanks, Dave. Next week, we'll be back with another topic. Thanks, everyone. Goodbye.

Shailan, Tom, Dave: Thank you. Goodbye.