Most computer problems can be solved, or projects built, by resourceful staff and volunteers. CompuMentor or similar mentoring projects can help. Occasionally, however, when a deadline looms, or a project is just too complex, a computer consultant is needed.

Define project goals. Before selecting a consultant, define in detail the expected outcomes of the project. For example, the following list could be the basic specifications for a networking project:

• Connect 20 computers running on the Windows platform.
• Give all computers on the network fast access to our main database.
• Give staff members email accounts.
• Train staff to use and maintain the network.
• The budget for this project is $10,000.
• The project needs to be completed by March 4th.
• There is no money in the budget for continuing support.
• Our users are beginners, so the system must be easy to learn and maintain.

Presenting potential consultants a clearly defined set of specific project expectations allows them to make accurate bids that can be evaluated against competing bids. This process will also identify unrealistic expectations before it's too late.

Selecting a consultant. The best way to find a consultant is with a personal recommendation. Survey groups in circumstances similar to yours, ask board members and fellow administrators, and get the word out on your grapevines.

Present your project to several different consultants, if possible. The responses will tell you a lot about your project, and more about the consultants. Be prepared to reexamine your project goals, if they appear unrealistic.

Assess the responses to your request for proposal, check with current and past clients, and select a consultant. Get their bid in writing, and get started.

Select a staff member to manage the project, preferably your systems administrator. The project manager works with the consultant to set a schedule, document the changes to your computer system, and keep the project on track. As the project nears conclusion, the project manager should coordinate staff training.

Volunteers. Even if you've decided to use a consultant, don't assume that volunteers can't make a huge contribution to your consulting project. Whether they help you define, manage, or document the project, select the consultant, or train staff, volunteers can often find a place in a consulting project.

Projects that need to be completed quickly, or require specialized skills, may require a consultant. A significant organizational commitment is necessary to work effectively with a consultant. Staff will need to define the project in writing, locate several consultants and present the proposal, check references, sign contracts, track the work, document changes, and supervise training.