How to … commission consultants

Consultancy is an unregulated profession with a reputation for unscrupulousness. Commissioning is a misunderstood occupation with a reputation for mystery. Neither pursuit has an accredited occupational qualification. So how do commissioners and consultants ever get work done? In too many cases, the answer is "with difficulty".

Probably, you will already have experience of commissioning services, and this will come in useful when using consultants. Commissioning services is not just about payment, it's about negotiating exactly what will be paid for, monitoring the service and retaining ownership through an exit strategy or other mechanism. For instance, you might evaluate the first year of a service and on the basis of the evaluation recommendations, make plans for year three, sharing these with service providers in the first quarter of year two.

Overall, commissioning is about communication and shared management. Commissioning a consultant is no different.

Decide on the task
First, you need to know what you want the consultant to do. Consultancy is a broad church, including research and evaluation, project management, training, writing and "pure" consultancy. The ideal job for a consultant is clearly bounded and relatively straightforward to hand over.

Second, you need to know the intended outcome. For example, a residents' needs assessment on a troubled estate might involve an objective opinion on how to meet tenant requirements, with particular reference to black and minority-ethnic residents and lone-parent families, with participation needed from a minimum of 80% of residents. You need to be clear about what is required before you speak to prospective consultants.

Finding a consultant
Perhaps you and your colleagues will know some consultants. Maybe those you know will be able to put you in touch with others, whereas some consultants have websites. Whatever selection method you use, it is advisable to check consultants' qualifications and references, and ask for details of relevant work they have carried out. Even if you are using a consultant you already know, it's worth finding out what they've done since you last worked together.

Whatever selection method you use, check consultants’ references and qualifications

Monitoring the consultant's work
When you have appointed your consultant and they have started work, it is essential to keep in touch with them to monitor the service they are providing. A consultant should be reasonably self-sufficient and a commissioner should not need to provide direct supervision. However, regular communication and updates by phone or email are an aid to both sides.

Both you and the consultant should be clear from the outset about how the work will end. The handover from the consultant back to you should be comprehensive and unambiguous.

Overall, the relationship between commissioner and consultant should be a partnership based on mutual respect and support. While you are collaborating, you are working towards the same ends.

But the relationship is not equal. As commissioner, you retain responsibility for the project: it is your budget that is being spent and you will live and work with the outcomes long after the consultant has moved on to other things.