Business mentor: Getting the most out of professional consultants

Our business has grown considerably in the past two years. As we've grown, we are finding we need more and more support from external consultants. Can you give me some advice on how we can maximise the benefits of professional consultants?

Small-business sector specialist Sarah Trotman spoke to Staples Rodway director Gareth Hoole for some advice:

Getting the most from your consultant starts with selecting the best such person for your business requirements.

Whether it's lawyers or accountants, a number of factors need to be considered.

These can be broadly summarised as:

* Availability to meet your timeframe needs.

* Expertise in the particular field in which you have an issue.

* Ability to communicate with you and other parties in language you understand.

* National and international networks, reputation and proven track record.

* Price.

One of the first areas of maximising benefits is keeping costs under control. A way to do this is to remember that the more you can do, the less a consultant has to do.

But you need to be careful. Many businesses will seek help too late, when they have already run into legal or tax problems.

When you have to call in a consultant to help you at this stage, costs are likely to be higher as the consultant will have to mitigate the damage or undo what has already been done.

With this in mind, these actions will also help you keep external costs as low as possible and maximise the service you receive from your consultant:

1. Make sure you specify exactly what the problem is you want solved - where questions are unanswered or there is a lack of clarity an adviser may head down the wrong track and this will invariably cost you, if not in the financial outlay, then in lost time.

2. If lots of paperwork is required, work out whether you are able to do this to minimise the consultant's time. If you have already obtained documents that will be part of the process of solving your issues, provide these to the consultant. Give the consultant all the materials that are relevant and within your records.

3. Confirm timeframes and communication requirements and the mode of communicating - if you want letters or a telephone call.

4. If you have to implement something as a result of the consultant's activities, make sure it is clear what has to be done and if you can do it yourself. Implementing is one of the costlier aspects of consulting services.

5. Finally, maintain the relationship as much as you can.

Talk to your consultant regularly, update him or her on your business and how it is progressing and seek their input into your plans.

Developing a good working relationship with your consultant usually pays dividends in the long run.