1. Wednesday, October 24, 2012 8:00am to 11:00 am Gail V. Barrington, PhD, CMC, CE Staying Power: Intermediate Consulting Skills for Evaluators AEA Evaluation 2012 Minneapolis, Minnesota

2. Objectives Objectives 1. Managing time & multiple projects 2. Fresh marketing strategies 3. Dealing with the contract blues 4. Avoiding burnout and fostering personal growth 5. Other burning issues

3. Your Experience Background discipline? Type of work experience? Years as an independent consultant?

4. Our Niche  As consultants we sell knowledge, skills & expertise in applied research & evaluation  We are entrepreneurs & small business people  Sector #54, Professional, Scientific, and Technical Services, NAICS, good across NAFTA  Management consulting fastest growing industry 2008-2018  Employment to increase 83%

5. Are you ready to ride this wave?  Why or why not?  Biggest fears?  Most pressing issues?

6. Managing Time & Multiple Projects Managing Time & Multiple Projects

7. Time is the currency of our work  Managing work = Managing time  80% of mangers have a time management problem  Do you record your time?  Why or why not?

8. Pros of Recording Your Time  Greater accountability for clients  No chance of double-billing  Good for tax department  Good for planning & writing proposals  Good for tracking recovery rates & finding efficiencies

9. Cons of Recording Your Time  Tedious  Requires tracking systems  Depends on your price-setting method  Clients may not care  Alan Weiss will think you’re a turkey!

10. Time Management Tips Plan (day, week, month) Delegate Prepare Show up Assess progress

11. Time Use Analysis Tips Worksheet #1 Plan (day, week, month) Track billable time by project & task Track non-billable & vacation time Analyze recovery rate (actual billable time divided by available billable time) Compare planned & actual time/project Plan future projects based on past time use Identify issues & increase competitiveness

12. Productivity Tips Choose an important task Find your quiet/peak time Remove distractions Focus completely on one task only Enjoy the “flow” Practice Celebrate

13. Prioritize Multiple Projects  Time—which deadline is first?  Money—which project best supports your business?  Impact—think of the domino effect. What will happen if task not done?

14. Manage Multiple Projects Initiate projects on a broken front Take projects of varying lengths Keep projects at different stages of development Avoid bottlenecks at certain times of the year Avoid needy clients Say “no”

15. …Q & A  Light bulb moments?  Surprises?  Questions?  Next steps?

16. Fresh Marketing Approaches Fresh Marketing Approaches

17. Marketing Secret #1 It’s a numbers game! Find your success ratio (proposals to projects) Work towards your ratio Make adjustments as needed

18. Marketing Secret #2 Most work comes informally! Networking Referrals Strategic Alliances Repeat Business

19. Marketing Secret #3 When writing a proposal, give the client what they want! Same language Same topics Same order 70% of proposals do not follow these rules!

20. Marketing Strategy I KEEP six honest serving-men (They taught me all I knew); What Why When Their names are What and Why and When HowWhere Who And How and Where and Who. From: The Elephant’s Child by Rudyard Kipling

21. Why are you marketing? Clarify your objectives:  Have the time  Need resources  In start-up mode  Want more of what you are good at  New service area/expansion  Need to refocus

22. What is your message? Worksheet #2 Define your competitive edge:  Technical expertise  Unique product  Specialized team  Knowledge of a specific sector  Speed & reliability  Good reputation  Excellent client relations

23. …My Elevator Statement a)I am known for my (1) and my knowledge about (2) b)I produce (3) or I have (4) & (5) c)My special skills include (6, 7, 8, or 9) d)My clients like my (10) or (11) and often say I am (12)

24. …Gail’s Elevator Statement “I’m a senior evaluation advisor known for simplifying complex evaluation issues. My evaluations work due to extensive collaboration. Clients say I am a quick study.” (25 words)

25. Re-positioning Thoughts  Can I package my services differently?  Can I offer extra value?  Can I change my services to fill market needs?  Can I price my services differently?  Can I change my sector focus?  Can I pick my colleagues’ brains?

26. … Who do you want to reach?  Think of your competitive advantage  Prepare a list of five key targets  Who really needs your special skills?

27. … How will you reach them? Worksheet #3 1.Key contact networks (…Chamber of Commerce) 2.Professional networks (…your discipline) 3.Mentoring networks (…support groups) 4.Dynamic networks (…attending this session) 5.Partner networks (…complementary services) 6.Resource networks (…on RFP lists) 7.Client networks (…your client’s world) 8.Social networks (…Linked In, Facebook)

28. Where will you reach them? Define your medium:  Informal face-to-face  Information interview  Email or other correspondence  Technical writing or blog  Advertising  Other?

29. When will it happen? Establish a rolling plan: This week This month The next three months Evaluate success Keep score Tweak the plan

30. …Q & A  Light bulb moments?  Surprises?  Questions?  Next steps?

31. Contract Blues Blues

32. Get it in Writing!  No verbal contracts in an imperfect world  Have a paper trail  Letter, boilerplate or formal contract  Itemize personnel, tasks, fees, timelines, deliverables

33. Contracting Tips Obtain a sample contract in advance and review it Don’t sign until you are satisfied Request changes if needed Don’t work until you sign! Keep your own boilerplate handy

34. Contract Benefits  Clarifies your financial relationship  Limits financial obligation  Provides legal protection  Easier to amend  Good for your professional image (e.g., at bank)

35. Sticking Points Worksheet #4  Scope of the project  Change Request Process  Liabilities and Insurance  Termination  Ownership of data  Other?

36. About Scope Creep  A significant proportion of write-offs go unreported  It cuts into the profit margin  Why does it happen?  We fear conflict with clients  We don’t want to ask for more money  We don’t want to look bad  We don’t want to attract scrutiny

37. Scope Creep Tips Many scope creep issues relate to project management Manage client expectations Communicate with your own team Keep clients apprised of changes as they occur Use joint problem-solving techniques Debrief with your team Incorporate lessons learned

38. …Q & A  Light bulb moments?  Surprises?  Questions?  Next steps?

39. SURVIVING & THRIVING

40. Why do I Need Survival Skills?  Long hours and travel are taxing  The market is unpredictable  The environment is turbulent  Brain work is tiring  Deadlines never get easier  You can’t make a mistake  You are an expert but you are expendable  No one thinks you need a private life

41. Be a Reflective Practitioner Be aware of your own decision making processes Observe your responses to your environment Recognize error & use it for self-discovery Make sense, find patterns & reframe situations Listen to your little voice

42. Be an Artist “All art is an attempt to map the territory of the heart.” (J. Cameron. ) Find your creativity Take time out Explore your own curiosity Ask unscripted questions Savor your private life, even on the road!

43. Be a Volunteer In Your Professional Community: Get to know your colleagues Attend professional events Mentor, teach, present & write In Your Home Community: Volunteer for local/national/international agencies Learn from the inside out Meet other professionals Market informally

44. Advice from Martha Beck What leaves you feeling bad, do less of. What leaves you feeling good—do more! To achieve bigger goals, take smaller steps Lie down & rest When you don’t know what to say, try the truth Free yourself from dysfunctional people & toxic relationships Maximize your own happiness, kindness & health

45. Thought For the Day Whatever you think you can do, or believe you can do, begin it, because action has magic, grace and power in it. Goethe

46. Wrap-up  Discussion  Things To Do  Workshop Evaluations Thanks for listening!

47. Now available! www.sagepub.com

48. Contact gbarrington@barringtonresearchgrp.com www.barringtonresearchgrp.com gbarrington@barringtonresearchgrp.com www.barringtonresearchgrp.com gbarrington@barringtonresearchgrp.com www.barringtonresearchgrp.com