How to Select and Hire an External Expert Consultant

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While there are a few reasons why you may hire an external consultant, the end result should always be the same — the successful completion of a project. Whether you hire a consultant to manage an overwhelming company task list or simply to offer your team a fresh, unbiased opinion, outsourcing talent is often an invaluable business practice.

If you’re in the market for a consultant, there are a few tips and tricks that can help you find the perfect fit. Ready to hire? Here’s some helpful advice to help you select and hire an external expert consultant for your company.

What is an external consultant?

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The term “external consultant” is used to describe a professional, in any field, that offers independent consulting services to clients. The main purpose of an external consultant is to provide expertise to your company that would otherwise be difficult to obtain in-house. Even if you or your staff are capable of completing certain tasks, outsourcing is a great way to redistribute task load without sacrificing the quality of the outcome or overworking yourself or your team.

How can you find an external consultant?

project scope - project deliverables

The first step towards hiring a consultant is finding one. There are more than a few ways that you can locate a consultant, but each comes with its own set of considerations. Let’s do a quick breakdown of some of the most popular methods for discovering consultants.

Search engines

One of the most common methods for searching for a consultant is the use of search engines like Google, Bing, Yahoo, and DuckDuckGo. Using this method is relatively simple, but you’ll need to know what to search for to find useful results. Instead of using vague keywords like “VBA consulting” or “Excel consultant”, you should aim for a more specific search term, such as “Excel consultant for hire in Washington, DC”. With the addition of the word “hire” and the location you intend to hire in, you can return results that are more precise to your needs. 

Platforms 

Hiring via a platform is a great way to locate a variety of qualified consultants in one location. Platforms such as Upwork, Fiverr, and Catalant allow independent consultants to create profiles, complete projects, and amass client reviews. These profiles and reviews can make it easier for you to locate verifiably talented professionals. You’ll likely have to create a profile on your platform of choice and, often, this comes with attached client account fees that you may not have catered for. But, if you’re in a rush or prefer the security of using an established website, platforms are a wonderful place to begin your search. 

Social media 

Social media is full of talented professionals looking for their next client. Websites like Facebook, LinkedIn, and Twitter can be very useful in helping you connect with these potential candidates in a more casual way. You can use your personal or company social media to create a job posting (like on Facebook or LinkedIn) or make a public post to see what hiring suggestions your connections may have. 

Networking

Sourcing an external consultant from your network is one of the more personal methods but is also often more secure than other options. Since the suggestions for potential hires come directly from those you know, like mentors and close connections, it’s more likely that the person you hire will live up to your expectations. A referral from someone within your circle can be more reliable than hiring a complete stranger.

Tips and tricks for selecting the right external consultant

project scope - project milestones

Ultimately, whether you source someone through a platform or your network, you should be keeping an eye out for qualities that indicate a consultant will be of benefit to your project. 

Here are a few considerations you should keep in mind when on the journey towards selecting the right external consultant. 

Consider the project’s longevity

Before you begin your consultant search, you should have a detailed scope of work for your project. If you’d like some help creating a solid project scope, you can head over to my “How to create a good project scope” article for a quick guideline. Your project scope will help you determine the longevity of your project, which is essential in hiring a consultant. A major consideration in hiring a consultant is how long you’ll need them for. Will they need to be available for a few days, a few weeks, or a few months? This information will be one of the main factors in your search. 

Think about the consultant’s success rate and experience

Since you’ll be hiring a consultant with the intention of your project being completed successfully, their success rate is integral to whether or not you hire them. While not every type of consultant will have measurable rates of success, you should inquire as to what confirmation they can provide to showcase their proficiency. This may include project completion reports, published statistics from past clients, or other metric-related documentation. Experience can also be a consideration, but this will largely depend on whether you prefer a consultant with both notable success and experience or if a successful track record is enough. 

Be sure to check references and reviews 

References can be helpful in highlighting the work ethic, skill level, strengths, and weaknesses of a potential consultant. Checking in with previous clients isn’t always foolproof though. References can be faked and, in some cases, a previous employer may paint a negative picture of an otherwise excellent candidate. You can use references to help guide your decision but beware of misleading information. 

Much in the same way that references can be used for guidance, reviews can also be critical. And, similarly, every review that you read should be read with caution. You’ll also want to be on the lookout for a small sample size of reviews, whether these be good or bad. If 100% of the reviews are nothing but glowing praise, you should tread lightly. And, of course, if the majority of the reviews are poor, you should move forward in your search for another consultant. 

Dive deep into security and privacy verification 

A major aspect of finding a consultant is ensuring that the person you’re hiring is trustworthy. Although not always necessary, it’s advisable to run a quick background check on your consultant before you turn over any sensitive information. While a criminal history is not definitively a sign of insincerity, a background check may help you assess whether a consultant has a record of fraudulent or deceptive behavior. 

In this same vein, you’re advised to only employ consultants that are comfortable signing a non-disclosure agreement (NDA). These agreements make it unlawful for the consultant to reveal information about your company and project, either for the duration of the project or in perpetuity. If a potential consultant refuses to sign an NDA, it may be best to continue your search elsewhere. 

Assess their tech knowledge

In the age that we live in, having a basic grasp of technology is a necessity in most fields. If you’ll be hiring a consultant that needs more than an entry-level understanding of technology, you’ll need to do your due diligence to ensure that they possess the skillset that you require. However, not every role will require that your consultant is technically knowledgeable. If you’re comfortable communicating only via telephone or text message, you may be able to get away with a consultant that’s a bit more old-school. But, if your company uses primarily email and/or message boards like Slack and Asana for communication, a tech-savvy consultant is your best bet. 

Double-check their skillset

Not all professionals in an industry will have the same experience or learned or natural skills. You don’t want to make the mistake of hiring someone that is talented but that doesn’t possess the abilities you’re looking for. You should make it clear in your communication with any consultant candidates what skills they are required to have and check to ensure that they have the skill set you desire. This can be done by having a quick phone call to go over technical terms and industry knowledge. Or, you can assign a short skills assessment test that must be completed before they can be considered for the job. 

Check out past projects 

A great way to assess whether a consultant is a good fit is to take a look at their past projects. Past projects that are similar to your project can be a good indicator of relevant experience and a consultant with the know-how that you need. However, as with other considerations, you shouldn’t necessarily rule out candidates without applicable past projects — unless you are certain that this experience is critical to the successful competition of your project. 

Scroll through their website and content

While consultants don’t need to spend thousands of dollars on a website to be considered competent, a modern website is a great sign. Professionals, even those without a large amount of tech knowledge, understand the value of a well-designed website and quality content. A beautiful website is one thing — but, what about the content on the website? Does the information indicate that the consultant is skilled in their field? Or is the messaging on the site inaccurate or outdated? If the latter is true, this might be a sign that the consultant hasn’t stayed current with industry knowledge, which may negatively impact your project. 

Make sure you verify payment options

Not all consultants take the same forms of payment, so this information needs to be verified early in the process. In addition to forms of payment (checks, debit/credit cards, wire transfers, PayPal, etc.), you should also find out what payment terms the consultant prefers. For example, your company may fill invoices every 30 days, while the consultant requires payment within 15 days of the receipt of the invoice. Any compromises here will need to be made before work begins. 

As the client, you should be prepared to pay a down payment (between 20%-50%) to secure the contractor’s time and commitment. From there, the remainder of the invoice can generally be paid out when the project is complete or per the contract.

Wrap-up

project scope - line items

Hiring an external expert consultant can be a quick and easy process, or, it may take you a few days or weeks to nail down the right person. When it comes to outsourcing talent, it’s important to give yourself enough time to select and hire the ideal candidate. The best way to do this is to anticipate your project’s start date and begin your search at least a few weeks in advance. This should give you time to select and hire your consultant well before the start date for a smooth transition into project commencement. 

Finding an external consultant requires time and effort, but, by using a few basic tips and tricks, you can begin your journey to landing the perfect match.

Enhance Team Coordination with a Shared Calendar

Airtable’s built-in calendar goes beyond a simple scheduling tool. It transforms into a powerful hub for task management within your team. Project managers can create timelines, assign deadlines, and set reminders within the calendar view. Team members can access this centralized calendar to view upcoming tasks, track project progress, and collaborate seamlessly. This eliminates the need for multiple calendars and ensures everyone is on the same page, fostering efficient project execution.

Real-World Examples:

  • Marketing Team Campaign Management: Create a shared calendar to visualize brainstorming sessions, content creation deadlines, social media posting schedules, and campaign launch dates. This keeps everyone aligned and ensures a smooth marketing rollout.
  • Sales Team Activity Tracking: Use the calendar to track sales calls, client meetings, and follow-up deadlines. This allows managers to monitor individual and team performance, identify potential roadblocks, and provide timely support.

  • Product Development Team Sprint Planning: Block out dedicated times for user interviews, design sprints, development cycles, and testing phases on the shared calendar. This transparency ensures everyone involved knows what’s happening at each stage and fosters collaboration.

  • Customer Support Team Shift Scheduling: Create a visual schedule for customer support representatives, including breaks, training sessions, and planned maintenance windows. This ensures adequate coverage during peak hours and avoids customer service disruptions.

  • Content Creation Team Editorial Calendar: Manage a shared calendar for brainstorming sessions, content assignment deadlines, editing and revision cycles, and publication dates. This keeps the content creation process organized and on track.

Simplify Resource Management with Custom Spreadsheets

Airtable’s true strength lies in its ability to transform traditional spreadsheets into dynamic tools for resource management. Gone are the days of static data! Airtable spreadsheets can be customized with various field types, including formulas and automation. Teams can track project budgets, allocate resources efficiently, and monitor project timelines, all within a single, adaptable workspace. This level of customization empowers teams to manage resources effectively and identify potential roadblocks before they arise.

Real-World Examples:

  • Project Budget Tracking: Craft a custom spreadsheet to track project expenses, categorize costs, and compare them to allocated budgets. This allows for real-time financial health monitoring and facilitates informed resource allocation decisions.

  • Team Member Capacity Planning: Design a spreadsheet to visualize team member workloads, including deadlines, project assignments, and estimated time commitments. This helps identify potential bottlenecks, distribute tasks efficiently, and avoid overallocation of resources.

  • Inventory Management: Create a custom spreadsheet to track inventory levels, reorder points, and supplier information. This ensures you have the necessary resources in stock when needed and avoids stockouts or excessive storage costs.

  • Client Project Profitability Analysis: Develop a spreadsheet to track project costs, billable hours, and client fees. This facilitates profitability analysis for individual projects and helps identify areas for improvement in resource allocation for future client engagements.

  • Scenario Planning and Resource Forecasting: Build a custom spreadsheet to model different project scenarios and their resource requirements. This allows you to anticipate potential resource needs, plan for contingencies, and make data-driven decisions about resource allocation.

Boost Productivity through Automation

Airtable automates repetitive tasks, freeing up valuable time for your team to focus on high-impact activities. Imagine automatically sending task reminders, assigning new projects based on workload, or generating reports based on predefined criteria. Airtable’s robust automation features allow you to streamline workflows and eliminate manual data entry, boosting overall team productivity.

Real-World Examples:

  • Automated Task Management: Automatically create tasks in a to-do list when a new record is added to a specific Airtable base. This eliminates manual data entry and streamlines your workflow.

  • Email Reminders and Notifications: Automate sending email reminders or notifications based on deadlines or specific field changes in your Airtable base. This ensures you and your team stay on top of important tasks and upcoming events.

  • Data Pre-Population and Field Updates: Use automation to pre-populate fields with default values or automatically update related fields based on user selections. This reduces manual data entry errors and saves time.

  • Data Aggregation and Reporting: Automate the process of collecting and summarizing data from different Airtable bases into a single report. This saves time on manual data manipulation and provides a consolidated view of key metrics.

  • Content Approval Workflows: Create automated workflows that route content for review and approval based on pre-defined criteria. This streamlines the content creation process and ensures timely feedback and approvals.

Keep Projects Aligned with Real-Time Updates

Airtable Sync ensures your teams are constantly working with the latest information. This innovative feature lets you link projects across different bases, enabling real-time updates. No more refreshing pages or chasing down the newest document version – Airtable Sync keeps everyone in the loop, fostering smoother collaboration and faster project completion.

Real-World Examples:

  • Centralized Project Hub: Consolidate all project-related information in a single Airtable base, including tasks, deadlines, files, and discussions. With real-time updates, everyone can access the latest project information, fostering transparency and alignment.
  • Dynamic Dashboards and Reporting: Develop dashboards that automatically update with the latest Airtable data. This provides a real-time view of project progress, metrics, and potential roadblocks, allowing for data-driven decision-making and course correction.

  • Automated Dependency Management: Set up automations to track dependencies between tasks within your Airtable base. When a dependent task is completed, the automation can trigger updates or notifications for subsequent tasks, ensuring a smooth workflow and everyone stays on the same page.

  • Streamlined Communication and Feedback: Leverage Airtable’s commenting features to provide real-time feedback directly on tasks, files, or project updates within the platform. This eliminates the need for separate communication channels and ensures all project conversations are documented and centralized.

  • Collaborative Brainstorming and Planning: Use Airtable as a collaborative workspace where team members can brainstorm ideas, add notes, and update plans in real time. This fosters a dynamic and interactive environment where everyone can contribute and see the project evolve continuously.

Organize Workspaces by Linking Records

Airtable goes beyond simple data storage, allowing users to create relationships between records. Imagine linking customer information to related sales orders or connecting project tasks to their corresponding deadlines. This functionality fosters organization within your workspace, making tracking dependencies and visualizing project flow easier. Additionally, Airtable offers pre-built templates with pre-defined relationships, saving you time and ensuring a well-structured workspace from the outset.

Real-World Examples:

  • Content Management System: Create a system where content ideas in a brainstorming base are linked to corresponding production stages in a separate base. This allows you to track the progress of content pieces seamlessly across the entire creation process.

  • Sales Pipeline Management: Link opportunities in your sales pipeline to relevant customer information in a separate CRM base. This provides a holistic view of each prospect and streamlines the sales process.

  • Bug Tracking and Development Workflow: Link bug reports to corresponding tasks assigned to developers. This allows developers to easily access all relevant information for each bug fix and track the progress of their work.

  • Event Planning and Vendor Management: Link event details to specific vendors involved in the planning. This keeps track of all associated vendors, their services, and any communication threads related to each event.

  • Research Project Management: Link research topics to relevant source materials, such as articles or data sets. This allows researchers to easily access and reference the sources used for each aspect of their project.

Flexible Task Scheduling Options to Suit Any Project

Not all projects require the same management style. Airtable caters to this by offering a variety of task-scheduling options. Choose from list views for a simple overview, Kanban boards for visualizing workflow stages, Gantt charts for tracking project timelines, or gallery views for showcasing creative assets. This flexibility allows teams to select the view best suits their project management style and needs.

Real-World Example:

  • Agile Development Sprints: Airtable’s flexible scheduling allows you to define sprints (iterations) within your project base. Tasks can be assigned due dates within each sprint, enabling agile development teams to manage short work cycles and adapt to changing priorities.

  • Freelancer Project Management: Assign tasks with flexible deadlines based on freelancer availability and project milestones. This approach caters to the dynamic nature of freelance work, ensuring clear expectations while accommodating individual schedules.

  • Content Marketing Calendar: Schedule blog posts, social media content, and other marketing materials with specific publish times or deadlines. Airtable’s flexibility accommodates recurring tasks and seasonal content, ensuring a consistent and well-paced marketing strategy.

  • Event Planning with Staggered Deadlines: Manage complex event logistics with tasks due at various stages leading up to the event date. This could include tasks for venue booking months in advance and social media promotion closer to the event.

  • Long-Term Project Roadmaps: Airtable’s flexible scheduling isn’t limited to short-term tasks. Outline major project milestones and phases with tentative due dates, providing a high-level roadmap that can adapt as the project progresses.

Centralized Documentation for Easy Collaboration

Airtable isn’t just for data – it can also house all your project-related documents, images, videos, and files. This eliminates the need for scattered folders and email attachments, centralizing everything in one easily accessible location. Team members can collaborate on documents in real time, add comments, and ensure everyone has the latest version readily available. This fosters a culture of transparency and streamlines communication within your team.

Real-World Examples:

  • Single Source of Truth: Consolidate all project-related documents, such as meeting notes, design specifications, and user manuals, within a dedicated Airtable base. This ensures everyone can access the latest and most accurate information, eliminating confusion and wasted time searching for scattered documents.

  • Version Control and Revision History: Airtable tracks changes to documents stored within bases. This allows teams to collaborate on documents in real-time, see revision history, and revert to previous versions if necessary. This fosters transparency and prevents accidental overwrites.

  • Inline Collaboration and Feedback: Airtable facilitates document collaboration directly within the platform. Team members can add comments, suggestions, and questions on specific sections of documents, streamlining feedback exchange and eliminating the need for separate communication channels.

  • Conditional Content Visibility: Leverage Airtable’s view functionality to control document visibility based on user roles or project phases. This ensures team members only see the information relevant to their tasks, reducing information overload and maintaining a focused workspace.

  • Centralized Knowledge Base Creation: Develop a comprehensive knowledge base within Airtable to store best practices, FAQs, and troubleshooting guides. This centralized repository empowers team members to find answers independently, reducing the need for repetitive questions and promoting knowledge sharing across the organization.

Expand Functionality with Custom Apps

Airtable’s open API unlocks a whole new level of customization. Developers can leverage this API to create custom applications that fit your business needs perfectly. Imagine integrating your CRM system with Airtable for seamless customer data flow or connecting your project management tool for a unified workflow. The possibilities are endless, allowing you to tailor Airtable to your unique business processes and maximize its functionality for your team.

Real-World Examples:

  • Advanced Data Integration: Airtable offers robust built-in integrations, but the Open API allows for even deeper connections. Imagine a custom app that pulls real-time weather data from an external API and integrates it with your project timelines in Airtable. This could be crucial for construction projects where weather can significantly impact scheduling.

  • Customizable Workflows and Automations: While Airtable automations are powerful, they might not handle every complex scenario. The API allows you to build custom apps that trigger multi-step workflows based on specific events in your Airtable base. This could involve sending automated notifications to multiple channels or initiating external actions upon data changes.

  • Machine Learning and AI Integration: The API allows you to incorporate machine learning or AI functionalities into your Airtable workflows. Imagine a custom app that analyzes customer support data in your Airtable base and suggests potential solutions or categorizes incoming tickets based on sentiment analysis.

  • Custom User Interfaces and Branding: Airtable offers a functional interface, but the API allows you to develop custom apps with a user interface tailored to your specific needs and branding. This could be crucial for creating public-facing portals or client dashboards that seamlessly integrate with your Airtable data.

  • Advanced Data Analytics and Reporting: Airtable’s built-in reporting features are useful, but for in-depth data analysis, you might require more. The API allows you to connect your Airtable data with powerful analytics tools. This could involve building custom dashboards with interactive visualizations or generating comprehensive reports that go beyond Airtable’s native capabilities.

 

Conclusion

Airtable offers a powerful and versatile toolkit that can revolutionize your company’s operations. By implementing the strategies outlined above, you can streamline workflows, optimize resource allocation, and foster seamless team collaboration. Imagine a work environment where everyone has access to the latest information, tasks are completed efficiently, and projects stay on track. Airtable can be the key to unlocking this efficiency level and propelling your business towards sustainable growth.

But what if Airtable’s pre-built features aren’t quite what your team needs?  ProsperSpark’s team of Airtable consultants and developers can help.  We craft custom Airtable solutions tailored to any team’s needs and workflows.  Whether you need help with automation, data management, or building a complex project management system, ProsperSpark can turn your Airtable vision into reality.

Here are a few more resources to learn more about Airtable and its potential for your business:

ProsperSpark’s Airtable Consulting Services

Airtable for Beginners Guide

Airtable Community Forum

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