Trainer: Emily Bancroft NPower www.npower.org Calling for Reinforcements: When, Why & How to Work with Technology Consultants Trainer: Emily Bancroft NPower www.npower.org

Session Objectives At the end of this session you will: Be able to decide when a consultant will be useful to your organization Be familiar with the recommended process for engaging with a subject area expert Understand how to use a RFP to jumpstart your search for a consultant and to define your own project needs Understand your rights and responsibilities, and those of a consultant, in any technology consulting engagement Know how to distinguish volunteer opportunities from paid consulting opportunities Introductions: Myself – background Them Name, organization and number of computers, technology planning

How strongly do you agree with the following statements? I feel comfortable articulating my technology needs to someone technical. I believe my organization follows a sound process for choosing the right technology expert to help meet our needs.

Situations when Consultants are Useful What are some situations when a technology consultant is useful? Don’t have the time of expertise in house Needed a third party to mediate and make progress Tried ourselves and were not successful Wanted an outside perspective Needed confirmation that we were on the right track

Even though you have decided to use a consultant or volunteer for a project, you still have a lot of work to do . . . What are some of the things that you can do to prepare your organization for a successful engagement with a consultant?

Define your Project & Needs No one knows your needs better than you. Don’t leave project definition up to a consultant. Process Mapping Definition of process mapping When do you use process mapping? Brainstorm ideal qualities of a consultant Understand your responsibilities

Process for Engaging Consultants Write a request for proposal Benefits and challenges Components Types of projects Interview consultants Prep your team Know what you are looking for Create a scope of work Agreement of timeline, budget, and deliverables in writing Review and joint sign off Close the project Documentation Final meeting

Using Volunteers What project characteristics should you consider when deciding whether to engage a volunteer or a consultant? Length of time of engagement Importance to mission Urgency Scope of project Time commitment Follow-up needed What technology project on your priority list might make a good volunteer project? Why?

Final Tips & Resources Remember that you are in charge! Visit TechSoup (www.techsoup.org) for articles and how-to’s that will help you define and manage projects Follow the process for engaging consultants, even if you are working with a volunteer Refer to the other resources in your handouts for assistance