How to Successfully Work with an External Consultancy on Your Project
Bringing in an external consultancy can provide your Project Team with valuable expertise and resources that might not exist internally. However, some teams worry that outside firms won’t fully understand their organization’s operations or culture.
To overcome these concerns and ensure a successful partnership, teams must focus on information transfer, ask the right questions, and educate stakeholders on the consultancy’s role. This article outlines the key steps to make the collaboration productive and beneficial.
Share Key Project Information with the Consultancy
Effective partnerships begin with transparency. Your team must provide critical project data to help the consultancy assess the situation and move the project forward.
What to Share:
- Project Status: Clearly outline the project’s current state, including finalized and pending elements.
- Scope and Budget: If these are still being defined, communicate the progress so far.
- Vendor Details: Share information on pre-selected vendors, vetting processes, and any existing requirements like non-disclosure agreements (NDAs).
- Stakeholder Information: Let the consultancy know if the stakeholder list is complete or still under development.
Why It Matters
Providing this information allows the consultancy to:
- Focus on project data rather than organizational culture.
- Identify potential risks and opportunities quickly.
- Begin executing tasks with clarity and neutrality.
Ask the Consultancy the Right Questions
Your team should take the opportunity to understand the consultancy’s methodology and experience. This not only builds trust but also helps your team see how the project will progress.
Key Questions to Ask:
- What methodology do you use?
- How long have you been using it?
- What types of projects have you applied it to in the past? (e.g., duration, scope, and complexity)
Why It Matters
By understanding the consultancy’s approach, your team can:
- Recognize how their roles contribute to project success.
- Learn new, proven methods to improve internal operations for future projects.
- Develop confidence in the external team’s ability to deliver results.
Example:
A Project Team working with a consultancy discovered a new resource allocation technique that improved efficiency on future projects.
Educate Stakeholders on the Consultancy’s Role
Stakeholders may be wary of an external consultancy’s involvement, fearing disruptions or misunderstandings about their role. Addressing these concerns early is key to maintaining engagement and cooperation.
How to Educate Stakeholders:
- Hold a Briefing: Organize a session to explain the consultancy’s purpose and role in the project.
- Be Transparent: Share why the consultancy is being brought in and what value they bring.
- Set Expectations: Let stakeholders know the consultancy will focus on gathering project information, which may include querying them for data or resources.
- Position the Consultancy as Part of the Team: Emphasize that the external firm is augmenting the existing knowledge base, not replacing it.
Why It Matters
By keeping stakeholders informed, you can:
- Alleviate concerns about the consultancy’s involvement.
- Encourage full participation and engagement.
- Foster a collaborative environment where stakeholders see the consultancy as an asset.
Key Takeaways
Successfully working with an external consultancy requires clear communication, trust-building, and stakeholder alignment. To ensure a productive partnership:
- Share critical project information to help the consultancy get started quickly.
- Ask questions about their methodology to understand their approach and build confidence.
- Educate stakeholders on the consultancy’s role to alleviate concerns and encourage cooperation.
By following these steps, your team can leverage the consultancy’s expertise to move projects forward efficiently and achieve better results.
FAQs About Working with an External Consultancy
1. What information should I provide to an external consultancy?
Share the project’s current status, scope, budget, vendor details, and stakeholder information to help the consultancy get started effectively.
2. Why should I ask about the consultancy’s methodology?
Understanding their methodology builds trust and helps your team learn new techniques that can improve future project operations.
3. How can I address stakeholder concerns about an external consultancy?
Hold a briefing to explain the consultancy’s role, set expectations, and emphasize their value as part of the team.
4. What if project scope or budget is still being finalized?
Be transparent with the consultancy about pending elements so they can work with you to finalize these details.
5. How does an external consultancy add value to a project team?
Consultancies bring expertise, neutrality, and proven methodologies that help teams identify risks, streamline processes, and execute projects more effectively.