Engagement Process
Introduction
The process of engaging Synterra Consulting (Me) involves several key steps, from the initial consultation to formalizing a contract. This document outlines the requisite stages to ensure a successful partnership between your organisation and the hired consultant.
Initial Free 30-Minute Consultation
Objective:
To assess the compatibility between the client's needs and the consultant's expertise.A diagnosis of the
2.1 Schedule a Meeting:
Contact the consultant to schedule the consultation. Make use of platform scheduling tools or direct email.
- 2.2 Preparation: Both parties should prepare a brief summary of expectations, backgrounds, and desired outcomes to maximize the effectiveness of the meeting.
2.3 Consultation Meeting: During the consultation, discuss the client's business challenges, potential scope of work, and expected results. Evaluate the consultant's understanding of the industry and capability to add value.
3. Proposal
Objectives
To receive a detailed plan from the consultant outlining their approach to address the challenges identified during the consultation.
3.1 Request for Proposal (RFP):
The client may issue an RFP detailing the project scope, desired deliverables, and timelines.
3.2 Proposal Submission:
The consultant prepares and submits a proposal, which includes a strategy outline, methodologies, timelines, and consultancy fees.
- 3.3 Proposal Review: Evaluate the proposal based on criteria such as comprehensiveness, feasibility, cost, and the consultant's track record.
Negotiation
Objective:
To discuss and come to an agreement on the terms of the project, including deliverables, timelines, and costs.
4.1 Terms Clarification:
Engage in a dialogue to clarify any ambiguous terms and ensure both parties have a shared understanding.
4.2 Revisions:
Based on the discussion, the consultant may revise the proposal to more closely align with the client's expectations.
4.3 Cost Negotiation:
If applicable, negotiate the consultancy fee to come to a mutually acceptable price point.
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5. Agreement and Contracting
Objective:
To create a legally binding document that formalizes the engagement terms agreed upon by both parties.
5.1 Drafting the Contract:
The contract should clearly state the scope of work, deliverables, timelines, payment schedule, confidentiality obligations, termination terms, and any other pertinent details.
5.2 Legal Review:
It's advisable for both parties to have the contract reviewed by legal counsel to ensure it adequately protects their interests and complies with relevant laws.
- 5.3 Amendments: Incorporate any changes or additional clauses recommended by legal advisors and agree upon these modifications.
- 5.4 Final Approval and Signatures: Once both parties are satisfied with the contract, sign the document to formally begin the engagement.
6. Onboarding
Objective:
To assimilate the consultant into the client's operating environment and facilitate the necessary access and resources for project commencement.
6.1 Information and Access:
Provide the consultant with access to relevant data, tools, and resources.
6.2 Stakeholder Introductions:
Introduce the consultant to key team members and stakeholders.
6.3 Initial Kick-Off:
Conduct a kick-off meeting to set expectations, establish communication protocols, and align on the project management approach.
7. Project Execution
Objective:
To work collaboratively with the consultant to implement the agreed-upon strategy and achieve the project objectives.
7.1 Progress Meetings:
Schedule regular check-ins to review progress, discuss challenges, and make adjustments as necessary.
7.2 Deliverables Submission: The consultant submits deliverables according to the agreed timeline and scope.
7.3 Performance Review:
Periodically assess the consultant's performance against the set objectives.
8. Project Closure
Objective:
To formally close the project, ensuring all objectives are met, and to facilitate the consultant's exit.
8.1 Final Deliverables Approval:
Review and approve the final deliverables submitted by the consultant.
8.2 Final Meeting:
Organise a meeting to debrief on the project, discuss successes, lessons learned, and areas for future improvement.
8.3 Contract Closure:
Fulfill any remaining contractual obligations, such as final payments, and officially close the contract.
8.4 Feedback and Testimonials:
Both parties may exchange feedback and the client can offer testimonials if the work is satisfactory.
9. Follow Up
Objective:
To maintain a professional relationship for potential future engagements and referrals.
- 9.1 Post-Engagement Communication:
Keep lines of communication open for future consultation needs or referrals.
9.2 Follow Up Meeting
Optionally, arrange a follow-up meeting after a set period to review the long-term impact of the consultant’s strategies and discuss any further needs.
