When is the right time to bring on a nonprofit consultant?

Like so many other businesses, nonprofit organizations are facing intense pressure to do more and more with less and less. Employees and leaders alike wear multiple hats, often expected to take responsibility for duties that have no business belonging to a single individual. The burnout—and fallout—is real. Has your organization stalled on meeting fundraising or impact goals? Does every day feel like a lot of work, only to keep just treading water? This is your sign to ask for the help you need to get back on track.

We know nonprofits in particular are working with tight budgets. And it can be a high bar to make the case for new spending, especially if you’ve never worked with an agency, or maybe you have, and it didn’t produce intended results.

We get why it can feel like a gamble, but it shouldn’t. To help you make an informed decision instead of taking a blind leap of faith, we put together this simple guide for you.

Based on over a decade of conversations with nonprofit teams big and small, we can confidently say that forging a successful consultant relationship comes down to two things: good preparation and a great fit.

Signs your team could benefit from a consultant

No strategic plan: You’re stuck in reactive mode and have no time to plan ahead. Every day you’re putting out fires. A consultant could give you the added capacity to get your head above water and a plan to actually get ahead.
Not meeting goals: For at least two quarters in a row, you have not met crucial milestones for fundraising, partnerships, event attendance, program recruitment, or community engagement. Something isn’t working. A consultant can provide the fresh eyes and perspective needed to see solutions more clearly.
Your goals exceed capacity: The team is responsible for meeting growth goals that aren’t realistic for the team’s time or resources. This one’s a no-brainer. Get your team the additional help it needs with some outside support.
Going through organizational change: You’re navigating transitions in leadership, mission, funding, or organizational structure. These inevitably suck up teams’ bandwidth, in addition to creating new work streams. Outside help could be invaluable for getting over the hump.
You don’t know what is or isn’t working: Sometimes you meet your goals, and sometimes you don’t. There is no set method in place to measure success or an understanding of which metrics to track. A consultant can bring in unique expertise to understand exactly what to track and set up analytics to start you off on the right foot.

Signs your nonprofit should NOT hire a consultant

Even if you checked off multiple items above, it’s critical to recognize whether there is work to be done before a consultant can add value.

Are there clear goals for the partnership’s outcomes?

Just like your internal team members, consultants produce the best outcomes when working with you in partnership toward clear, shared goals. If your team is unable to clearly articulate desired—ideally measurable—outcomes for the partnership, it will be difficult to evaluate its success or an ROI.

Do you have a plan to manage reviews and approval?

Consultants will produce a wide range of high-quality deliverables, but putting their work into practice is going to require approvals. If your team is not aligned on who needs to be involved in that process or how to mitigate differences of opinion, good work will get stalled, and you may face added costs for extra revisions.

Is your timeline realistic?

Yes, consultants increase capacity, which can speed up the work, but they are only human. If you want to produce a campaign and raise $100,000 in one month from contract signing, consultants will not be the magic bullet to meet that goal

Finding a consultant that’s the right fit for your nonprofit

The process of finding the right consultant can take a little time, but it will be worth it in spades. It helps to prepare a Request for Proposal (RFP) that outlines your goals, deliverables, budget, and timeline. Going through the process of documenting these doesn’t just help facilitate your selection process; it’s an important step in setting everyone up for success.

Allow time to connect with and interview prospective consultants (at least 30 minutes each). It’s customary to meet with a few members of the consultant’s team to discuss the project, ask questions, and assess your compatibility. Great consultants will come to the table with more than just a sales pitch for themselves, but questions as well; they also want to ensure a good fit.

For more in-depth advice on finding and working with great agency partners, keep reading here >>

What a consultant should bring to the table

Alignment with your values as an organization
Years of experience in your field that could give you a competitive edge
Good references
A deep well of case studies with real, measurable outcomes
Flexible service packages, rather than a one-size-fits-all approach
A clear process for project management and client communication

How to get the most out of your partnership

Have realistic expectations of the timeline and goals for the project
Ask questions. If you hear a term you don’t understand, or if a process is unclear to you, or if a plan is all fluff and no action, don’t hesitate to ask. Great consultants will welcome your questions and provide simple explanations.