In Part 1 of this series, I talked about hiring a creative services consultant. This second part covers working with the consultant, deliverables and red flags.
Working with a Consultant
First and foremost, don’t hand everything over without supervision. Small business owners and the self-employed can afford this even less than larger companies. I know you’re busy and the reason you hired the consultant in the first place was to lighten your load. However, depending upon the project, it takes about 1-3 months to get through the learning curve. Until you’re satisfied that he understands your business and has earned your trust, stay in touch and keep abreast of developments.
For example, an e-newsletter will take more time the first month due to development. It has to be designed, the content structure must be created, and your mailing list needs to be set up. After that, it’s a matter of maintenance and low-level content development. The cost of distributing it should decrease for the next couple of months and level out predictably if there are no changes. Time invested up front keeps you from wasting time and energy on misunderstandings, and the investment can help you avoid fraud.
Again, understand the terms of your contract. If you find it difficult to remember the details, take a few minutes to note key deadlines in your appointment calendar. Don’t be caught unaware when the consultant owes you a deliverable or when you are responsible for delivering background materials or feedback.
Remember these points:
- Because a consultant is not your employee, you should be prepared to receive scheduled updates, but expect him to use his expertise in choosing the best approach to accomplish the task.
- Although he will treat you as though you are the only client, a consultant is responsible for projects from other clients as well. If you decide to adjust a deadline or request additional work, this might change the long-term timeline or require rush fees.
- Free up time in your schedule to ensure you’re able to give the project an appropriate level of attention.
- Unless otherwise specified, expect the bills to include time spent on phone calls and e-mail correspondence.
And, your consultant is running a business. He needs to feed herself and cover business expenses. It’s unprofessional to try and haggle with a consultant if he’s behaving ethically and remaining within the terms, timeline and budget of the contract. Always pay promptly and communicate with the consultant if you’re having trouble with the expense.
Deliverables
You have paid for this work. And, unless you entered into some type of rental, leasing or licensing agreement, you own the results. In the contract, specify that copies will be delivered to you. For a website, this could simply mean ensuring you have access to the files saved to the web server. When you hand over final payment, make sure you receive all of the usernames, passwords and file locations in return. (I use this handy transmittal form for my clients.) For an editing job, this means delivery of the manuscript—whether via e-mail or via Fedex in hard copy form. In the case of design, this could mean delivery of the files to the printer. In the case of writers, schedule drafts so you can provide feedback…then be sure to provide the feedback in a timely fashion.
Red Flags
Here are some warning signs that you may not want to hire a consultant or that you may need to terminate the agreement:
- Your new web designer receives all the files from your old site, but insists on creating a brand new site.
- Your new web designer uses templates from the hosting service rather than creating an original site.
- The web designer your neighbor recommends is actually his nephew who lives in the basement.
- Your publication designer refuses to send you the original files and supporting materials for your newsletter, book or other publication.
- The copyeditor does not offer to provide a sample edit of 5 or more pages.
- The copyeditor does not detail how many times the document will be reviewed.
- For manuscripts, the copyeditor does not include a style sheet or evaluation memo in the estimate.
- Your fundraising consultant wants a percentage of the funds as payment.
- You have no contact with the consultant after signing the contract.
Weirding Word (SM), a division of G.L. Honeycutt Consulting, LLC, helps you communicate your ideas and information more effectively through tailored editing, freelance writing, publication and web design services.
Copyright 2007-2008 Gaea L. Honeycutt All rights reserved.
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