TPC’s Top Tips for Working With a Consultant or Coach

So, you’ve decided it’s time to bring in some expert support. First, congratulations on deciding to make strategic investments in the long-term success of your organization!

A skilled consultant or coach can bring fresh perspectives, lived expertise, and strategic insights that can help fast track  your mission and impact. However, to maximize the benefits of this collaboration, it’s crucial to approach the partnership with the right mindset and strategies.

Team TPC is made up of professionals with extensive nonprofit consulting, staff and volunteer leadership experience. We’ve “walked in your shoes” and have put together our top tips for  working with a  consultant or coach to ensure that both parties have a positive experience, and most importantly, you reach your goals.

1. Communicate, communicate, communicate!

Did we mention…communicate? Seriously, lack of communication is a sure-fire way to tank your consulting experience. Here’s what we recommend:

Designate one staff member as the primary point of contact. This ensures that your consultant isn’t receiving conflicting messages from a bunch of different people and that communication runs smoothly and efficiently.

Be honest! Consultants and coaches can’t address issues we don’t know about. We’re not here to judge you, we’re here to help, but we need to have ALL the information (especially financial!) to make sure we’re making the most informed decisions for your success. If you find yourself feeling defensive when your expert consultant is asking questions, that may be a sign that whatever they’re asking you to dig into is a key part of your current problems. Be open and honest if you want to get maximum value from the engagement.

Make sure your responses are timely and consistent…AKA no ghosting for weeks at a time. The same policy that applies to your staff applies with your consultant. Generally, best practice is to respond to an email within 24 business hours. And let’s face it, if you’re ignoring your consultant or coach, you’re likely wasting time and money.  At Team TPC we avoid wasting the precious resources of our nonprofit partners at all costs. That’s why we have our “rules of engagement” written into our contracts and clients who “ghost” are invited to revisit our engagements at a later date.  

2. Set realistic expectations and stick to them.

Understanding your capacity and being realistic about your goals is a crucial part of a successful consulting experience. Here’s what we recommend:

Assess your organization’s current resources, including staff, budget, and time, before setting your goals. This will ensure that you and your consultant have all relevant information to determine scope of work, timeline, and yes, pricing. Again, be honest with prospective consultants during the interview process. The good ones will help you identify how much internal capacity you really have, and how much they need to bring to the table. 

Define clear objectives with your consultant that are informed by your resource assessment. Your consultant will be able to provide expert recommendations that make sense for your capacity and goals i.e. it’s probably not the right time to embark on a new capital campaign if you’ve only got a team of 2, but we can start building up your major gifts program to secure more funding to expand the team.

For help creating goals that are specific, measurable, and relevant, check out our SMARTIE Goal guide.

Respect the scope of work. This is the most important tip we have for you. DO NOT start asking for additional work after you’ve already established the scope if you’re not ready to pay for those services. (go ahead and read that sentence again). Consultants dedicate their time and expertise based on agreed upon tasks, and attempting to “squeeze” in extra work demonstrates a lack of professionalism and integrity.

If new tasks arise, discuss them openly and determine whether they fall into the already established scope, or if there will need to be a new agreement.

3. Embrace opportunities for change.

You hired a consultant or coach, which means you’re ready to take things to the next level. In order to do this, it’s likely that there are going to have to be some changes, but that’s not a bad thing!

Encourage your team to welcome recommendations as opportunities for growth rather than threats to the status quo. It can be difficult to change the way you’ve always done things, so it’s helpful to approach things from a place of curiosity and creativity.

Engage your stakeholders in the discussion about potential changes to ensure that they’re not being blindsided by any decisions, but rather have ownership over what’s happening and can drive the work forward.

Remember that things take time. Just because you don’t see returns over night, doesn’t mean the strategy isn’t working. Especially in something as human-centric as fundraising, things take time – engaging new donors, building relationships, assessing giving capacity, applying for grants, etc. Your consultant will help you set appropriate benchmarks that will allow you to track your progress and ensure you’re on the right track.

*Bonus: Don’t let a fear of spending money stand in your way.

If you read our 2024 Ins and Outs list, you know that it’s the year of an abundance mindset! In a sector that has operated from a scarcity mindset for so long, it’s time we understood what the corporate sector has known for a long time – it takes money to make money.

Now, we’re not saying go out and spend every dollar you have in the bank, but we are saying don’t be afraid to invest in your future success. You are getting expert guidance that will improve your fundraising efforts, and your success is in the consultants best interest. 

Remember, the success of the consulting engagement hinges not only on the consultant’s skills but also on your organization’s willingness to engage, adapt, and grow. When both parties are engaged, excited, and focused, THAT’S when the magic happens!

Looking for a consultant to support your organization? Look no further! Check out our services page and submit an interest form to learn more about how we can support you in reaching your goals.

We’re rooting for you!

– Team TPC