Tips for Hiring the Right Nonprofit Consultant

Nonprofits today are being asked to do more with limited time, staff and resources. To meet these demands, many organizations are turning to flexible support models like fractional staffing and specialized consultants. When done well, this approach can unlock capacity, bring in fresh expertise, and accelerate progress on key priorities. 

But finding the right consultant isn’t always straightforward. Beyond credentials, organizations need partners who understand their mission, align with their culture, and can deliver meaningful results within real-world constraints. 

In our recent post, Funding the Work Behind the Work, we explored an important shift in nonprofit funding–one that prioritizes the infrastructure, strategy, and systems that make programs sustainable. As we noted, some of the most impactful investments aren’t visible on the surface, but they are essential for long-term growth and stability. 

Hiring the right consultant is often part of that “behind the work” investment and it can feel daunting. The stakes are high. You want to get the most out of your investment and ensure real value for your organization. The good news is that with the right approach, the process doesn’t have to be overwhelming. A thoughtful, intentional approach can help you avoid common pitfalls and lead to tangible impact. 

Getting Started

Before diving into the practical steps of engaging a consultant, take time to reflect with your team. Ask:

• What would success look like at the end of this engagement?

• What can happen with their help, guidance, expertise, and support? 

• What is at risk if we don’t seek external support? 

Once you’ve answered these key questions, you’re ready to begin the process.

Practical Tips

1: Start with B.A.N.T. 

This stands for budget, authority, needs, and time:

Budget: Determine your organization’s budget–both time and money– for consulting services and the projects you need to tackle. You may be saying to yourself, “We don’t have a budget for consulting.” If that is the case, you can get started by exploring the general costs of services, using online calculators to determine what goes into consulting fees, or educating your staff and board on resources to help pay for your specific need. 

Authority: Clarify, in advance, who has the authority to hire the consultant. Identifying the decision-maker(s) at the beginning of any engagement with an external expert prevents confusion later when it comes time to signing contracts or agreeing to terms. While the final decision may go to a board member, committee, or your Executive Director, it’s important to include the frontline staff that will be responsible for implementing the advice of the consultant. 

Need: Identify what needs you are trying to address. This includes determining what specific services, skill sets, methodology and timeline would best suit your objectives. Clearly articulating these needs allows you to narrow down potential consultants and choose one best suited for your requirements.

Time: Assess how much time you can realistically commit from an availability standpoint as well as any contractual obligations that may exist between both parties. Much like a college course, for each hour spent face to face with the consultant, volunteers or staff should expect to spend three to five hours preparing for in person sessions. When it comes to budgeting your time, note that it will take most consultants between four and six weeks from the time of a finalized agreement to complete discovery and begin producing any deliverables. This may come as a surprise, but a thorough discovery and understanding of your organization and needs will be paramount to your project’s success. We have to slow down to speed up!

2: Ask Around 

Start your search by reaching out to respected peers in your network for recommendations. Seek out information from colleagues you respect and trust, or research nonprofit consultants through directories. Many professional associations have qualified consulting pools. Indiana Youth Institute, United Way of Central Indiana, Indiana Housing and Community Development Authority, your local community foundations, and the corresponding organizations in your area are all great places to start. 

3: Meet Multiple Consultants 

Connect with your top candidates in person or speak with them over the phone before making a decision. During this stage of the hiring process, observe how well a consultant fits with your organization’s mission and culture. Explore your working and communication styles. A good fit in these areas will be key to your success.

4: Request Proposals 

Request proposals from the consultant(s) that you’re interested in and ask for references from former clients. This will provide valuable insight into what it’s like to work with the consultant. 

5: Define Scope and Sign a Contract 

Once you’ve selected a consultant, refine the scope of work together before signing a contract. Clear expectations upfront lead to stronger outcomes.

A Final Note on How Consultants Are Paid

How are consultants paid? Can I pay them based on a percentage of what we raise? 

The answer: Consultants can't guarantee earnings or be compensated on percentage or by bonus. That form of payment is an Association of Fundraising Professionals (AFP) ethics violation. If you are new to shopping consulting services there can be a learning curve here. 

Consulting services are billed similar to a lawyer, marketing consultant, or an accountant. Clients must pay for services rendered or the deliverables regardless of the outcome. Lawyers lose cases, marketing campaigns fail to generate expected exposure, etc. When hiring a consultant, an organization is paying for the consultant’s time and any agreed upon deliverables. Consultants are unable to control external funders’ decisions and therefore can only guarantee high-quality work.

For example, a grant proposal may score high but not funded due to limited awards or geographic considerations. This doesn’t mean the consultant produced a poor proposal–it likely means the funder was looking at other factors outside of the consultant’s control. 

Still, to ensure you are receiving high-quality deliverables consider defining the scope of work around:

• A defined number of opportunities or prospects for a specific amount of funding

• Applying to a minimum amount of funding

• Deliverables that you will keep and can repurpose

• Uniquely added value like marketing exposure or special promotions for your campaign

Conclusion 

Hiring the right nonprofit consultant doesn’t have to be overwhelming. With preparation and a clear process, you can confidently find the right partner to help move your organization forward.

What tip was most helpful? What did we leave out? 

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