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

2. 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

3. 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.

4. 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

5. 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?

6. 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

7. 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

8. 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?

9. Final Tips & Resources
Remember that you are in charge!
Visit TechSoup ( 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