Navigating Obstacles: Practical Tips for Monitoring and Evaluation (M&E) Consultants

As a Monitoring and Evaluation (M&E) consultant, you'll inevitably face various challenges and obstacles throughout your career. Let's discuss some of the key challenges I have faced (and more importantly, the strategies to deal with them).

Challenge 1: Combating Scope Creep

Scope creep is a gradual increase in the scope of work while the price remains the same. It's a common issue that can quickly spiral out of control if not addressed promptly.

Solutions

One practical solution is to maintain open communication with your clients. Instead of agreeing to every change they propose, explain that you can add a task if another task is removed from the agreed-upon scope of work. This approach helps manage expectations and ensures that the project remains within the original scope or that any additional work is compensated accordingly.

Additionally, consider negotiating payment terms that work in your favour. For instance, request a deposit upon signing the contract or a first payment soon after, such as after submitting an inception report or attending a stakeholder meeting.

Structure the payment terms in a way that ensures you receive at least 50% of the total cost around the mid-point of the consultancy. This approach mitigates the risk of scope creep and ensures that you are compensated for your efforts, even if the client attempts to extend the scope beyond what was initially agreed upon.

Challenge 2: Dealing with Unrealistic Expectations

At times, clients may have unrealistic expectations or assign tasks that seem impossible or ridiculous. A Jamaican proverb for this is 'being given a basket to carry water'. This means being assigned an impossible task.

Continuing to work with a client who has unrealistic expectations can lead to frustration, wasted efforts, and potential conflicts down the line.

Solution

It's essential to assess the situation objectively and determine whether the client's demands are feasible within the given constraints. Here, negotiation is key. Present factual, reasoned arguments to explain why their expectations might not be achievable. Some clients might adjust their expectations when faced with logical explanations.

If a client insists on unrealistic demands, it might be best to consider withdrawing from the project. Continuing in such circumstances can lead to frustration and a potentially damaged reputation if the project fails to meet the client's expectations.

Challenge 3: Identifying Red Flags

Red flags in potential client relationships can signify toxicity or incompatibility, and it's crucial to spot them early on. Some common red flags include clients trying to access your expertise for free under the guise of working on their documents, requesting multiple versions of proposals or offers, inviting you to participate in several stakeholder meetings before a contract is in place, shifting the scope of work frequently, imposing unrealistic timelines, and requesting documents or tools before a signed contract is in place.

Solution

When encountering these red flags, it's advisable to proceed with caution or, in some cases, walk away from the potential engagement altogether. Establishing clear boundaries and expectations from the outset can help mitigate potential issues down the line.

Trust your instincts. If you feel that a client relationship might lead to more stress than success, it might be better to step away before you’re too involved.

In sum, consulting requires a delicate balance of expertise, communication, and negotiation skills. By setting clear boundaries, structuring payment terms strategically, and learning to identify potential red flags early, you can build a successful consultancy that not only survives but thrives in the competitive landscape. Remember, every challenge is an opportunity to refine your approach and improve your consultancy practice.

Join my webinar with Gail Vallance Barrington, PhD, CE , author of the bestseller 'Consulting Start-up and Management' and I in the upcoming webinar. We will share more of our insights. Register for the webinar so you can submit your questions in advance.

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