1. C ONTRACTING : S ETTING AND M EETING E XPECTATIONS J ANUARY 28, 2013 F RANK B ATTEN S CHOOL OF L EADERSHIP AND P UBLIC P OLICY, U NIVERSITY OF V IRGINIA

2. B EGIN WITH THE END IN MIND You’ll be satisfied if you end the project with:  A client who values your contribution and will refer you to others… Is “super pleased”  Fully engaged organization  Organizational changes that will be adopted  Leadership signed on and participating  Line staff see value and adopt measures  Recommendations implemented  Problem solved  Tools and talents within organization to sustain change

3. H OW WILL YOU GET THERE ?  Contracting is using imagination and experience to envision the path  To ensure that you can complete it over and above expectations.  Begins with client and consultant relationship  Consultant’s task is to listen and ask good questions  What do they see as their needs?  The end deliverable they seek?  What is your analysis of the problem and the appropriate solution?

4. W HAT IS YOUR CAPACITY TO ASSIST ?  Assess the match between their needs and your expertise and skills  Assess level of risk: Is the assignment realistic? Is the client’s view of the approach the most effective?  Develop your own interpretation of the “presenting problem “  Say “yes” only if you have the skills, or the capacity to learn and excel quickly  Know what you don’t know. Bring in others to assist or offer only the services you know you can deliver Give your skills a sober and ambitious assessment

5. K NOWING WHAT TO CHARGE  Be precise in your estimate of hours  Ask for detailed description of client’s desired outcome.  Spend considerable time understanding the scope and deliverable: do not rush contracting  Break down project into phases for good estimate, i.e.,:  Background reading  Interviews with key staff and leadership  Facilitation  Site visits  Writing and revising reports  Analyzing results with team  Meetings with client….. Estimating work and budget

6. S ETTING R ATES  In estimating, match dollars with hours  Be comfortable talking with client about your rates early  Do not provide “back of the envelope” estimate  Clarify client’s budget early - before contracting  Consider additional costs of doing business  Transportation, materials, lodging  Publish and share rates with clients pre-contract

7. C ONTRACT COMPONENTS  Be clear what is yours and what the client will do  50/50 is what Flawless Consulting (Block) calls for  Write expectations down, such as:  24-hour turn around on review of documents  Schedule and arrange all meetings. Take minutes  Time with top leadership – CEO and Board  Completion of “homework” on time  Time dedicated to complete the plan or project Client expectations

8. F INALIZING CONTRACT  You have complete clarity on the charge and final product  You understand to the best of your ability the time it will take you  You have allowed for some unpredictability  You provide a draft to the client to review  Arrive at a final agreement together  There is trust and rapport between you and the client  Proposal may go through several rounds  Request signature of Board Chair and CEO

9. K EY COMPONENTS  Categories can include:  Consultant Approach  Steps to Take  Agency Expectations  Deadlines and Deliverables  Qualifications  Budget  What else? What are essential pieces of contract?

10. B UDGET  Lump Sum  Requires good estimating skills  Simpler billing process  Predictable revenue stream  Allows for more flexibility in approach  Hourly within Outside Figure  Pay as you go  Unpredictable revenue stream  Less risk of being underpaid  Less chance of being overpaid Requesting “lump sum” or hourly free

11. A TTRIBUTES OF A GOOD CONTRACT  Early:  Top leadership understand and can articulate what you will be doing  Consultant understands the path forward and the resources he/she will need to complete  Later:  Client’s project is complete, problem is resolved  Client evaluation is positive  Deadlines and deliverables met  Measureable change in organization for the better