Weirding Word

Choosing a Creative Services Consultant: Part 2

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.

Choosing a Creative Services Consultant: Part 1

Over the past couple of years, I’ve heard some horror stories about working with consultants. One friend told me of how the web designer moved to Mexico. (Yes, Mexico, not New Mexico.) Now getting updates loaded onto the site is a major undertaking. A nonprofit told me of how a grantwriter had been paid, but no proposal had been delivered. Another friend told me that he had no idea where his original web files were located. And, a new web master talked still another friend into buying a completely new site rather than updating her old site.

Some of this could have been avoided during the screening process or through the contract. How could you have known their work would have been rotten? Conduct due diligence research at the beginning. Find out how the consultant plans to approach your project and needs, check references and request work samples. If she wants your business, then she should have no problem submitting a proposal or outlining the details in a contract. And, it never hurts to go to Google for an Internet-wide search.

Hiring a Consultant and Setting Expectations
Take the time to make sure you understand the contract and ask for concessions up front. Are there provisions in the contract that protect you, as well as provisions that protect him? For instance, let’s say that you haven’t requested the consultant do additional work, yet only 75% of the work is complete and the project is approaching the total estimated cost. Make sure there’s a clause in the contract that states you will not incur additional labor charges beyond 10% of the estimate. Also, if there’s a good reason for other additional expenses, demand a written explanation before agreeing to the adjustments.

What happens if you decide to terminate the project early? How will you know the project is complete? What’s the payment plan? You shouldn’t have to pay the entire amount up front. Usually, consultants require a non-refundable deposit of 30%-50%, which will be applied to the charges. If the project is a large expense, negotiate for 3 or 4 small payments over an extended timeline rather than 2 large payments within a shorter amount of time. This reduces your financial stress and the work still gets completed.

In Part 2 of this series, I'll cover working with the consultant, deliverables and red flags.

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.