Start at the Beginning (…and that may not be where you think it is)

Written by Laurie Brown, Conservation Ecologist, and Shelly Green, Ecological Planner, of Vireo

(This content is brought to you by our sponsor, Vireo.) For parks and recreation professionals, working with consultants of all types can be a real blessing. It can also be a hassle, a waste of time, a boondoggle, and even a nightmare. Consultants can give you the capacity and the capability to bring landmark projects into being that would have otherwise lived forever in the land of ‘that would be nice…’ or they can make you want to pull your hair out, praying for the day the contract is over. The choice is obvious, but the path may not always be.

When engaging a consultant, some think their projects begin when the contract is signed. But that’s not where a successful project begins. Not even close. Back up a mile or so.

Consultants can provide you the additional staffing and the knowledge to take giant steps forward in a short amount of time. They can bring new ideas and a fresh perspective, but there are a few things you need to consider first to make sure you are getting the best out of them, and your team.

• Are you and your team ready to work with someone from the outside and let them peek behind the curtain of your organization? Are the decision-makers ready for that? Are you willing to step out of your comfort zone and let someone else into the circle?
• Consultants will inevitably bring new ideas. Are you ready for them? Will you and your team keep an open mind and honestly consider change?
• Community engagement is critical to the success of a wide range of projects. Do you do community engagement well? If not, are you willing to accept help here from a qualified consultant? Put simply, community-driven projects get more long-term buy-in, and an informed constituency helps you get projects realized faster.

When you decide it’s time to hire a consultant, there are four things you should be looking for above all else. Keep in mind that each of these works both ways.

• Transparency – they include you as a full partner in all discussions
• Communication – they willingly and regularly share information
• Collaboration – they value your input and your expertise
• Efficiency – they get projects done on time and within budget

Take the time to check references or ask for referrals from peers who have been satisfied with the consultant’s work and see if their clients would still check all of these boxes after working with them. A competitive selection process is fine but remember they’ll all tell you they’re the best!

Before we get too far down the road, you may need to ask yourself if you’re really ready to take the leap. Do you have a clear scope? A really clear scope with defined tasks leading to clear objectives and actionable work products? It’s okay if you don’t, so don’t be afraid to start a conversation without a fully developed scope or a contract.

Sure, there will be limits to how much a consultant can do for you before their boss asks them ‘where’s our contract again?’, but starting small is a very real possibility. An initial conversation off the books may help you gauge where you are. Engaging a consultant for just a few hours or a few days of visioning and planning could help you really clarify that understanding, identify options for phasing or right-sizing, and identify gaps. And before long, you and the consultant both will know if you’re ready, or what you’ll need to do to get there.

Knowing if you’re ready (and actually being ready) will make the project easier, the team dynamics smoother, and the entire process more cost-effective. When it’s time to really get to work, here are some keys to building a successful relationship with a consultant:

• You need to expect, and be willing to take time to build, a collaborative relationship
• Success takes regular engagement and interaction
• Don’t micromanage your consultants. You’re hiring them because they’re experts and professionals. Allow them to do what they do best.
• A clear scope and division of responsibilities between client and consultant will help make for a smooth working relationship
• Make sure you have clear expectations on deliverables and what specific documents, data, or tangible products you expect to end up with.
• Establish clear timelines for the project — what exactly will I get and when?
• You’re expanding your team, but rarely can you just let a consultant go to work. Make sure your staff is available to participate, to respond to the consultant, and do their part.

At the end of all that, if you’re confident you’re ready, you’ve found a consultant willing to be a true partner to you and your team, and you have a clear and feasible scope, and you’re ready to sign a contract to get started on the project… congratulations — you’ve reached the end of the beginning.