Partner selection checklist
Introduction
When looking for a partner, there are many tasks to work through (a bit like a hiring process). This checklist is for people leading the procurement process for a non-profit. Also see: How to run a partner selection process.
Overview of stages
Planning
RFI
Briefing
Chemistry
Stage 1: Planning
Time required: 2-4 weeks
By the end of this phase: you should have a good idea of what you need your partner to help with, and how you plan to find them. The main outputs will be a Request for Information document and a briefing document.
One person should lead and manage the partner selection process. They should be the point person, like in a regular project. Ideally, this person will have experience of the partner selection process and will be involved in delivery of the work.
The work might involve a mix of strategy, research, design, and tech. If the person leading is confident in one area, but less so in others, consider putting together a support team to help with planning, searching and deciding on a partner. Consider involving senior stakeholders too.
Some organisations bring in a freelancer to lead or support the partner selection process. Here are some independent consultants with experience connecting charities with partners.
Ensure the support team understands the project, the budget and the selection process. Bring them together to check everyone is on the same page.
Use existing tools (such as a Google Doc) to document and communicate what’s happening with the selection process.
Get a handle on the project and objectives. Is it a website rebuild? Do you need some new tech, such as a CRM or fundraising platform? Does the project have any specific technical requirements? What support do you need? For example: research, design, technical development work?
Speak with stakeholders and team members to understand the project, objectives and work required. Look through historical work. Audit existing systems. Gather up what you find in relation to the project.
Stage 2: Request for Information
Time required: 2-4 weeks
By the end of this phase: you will have sent out a RFI document, assessed responses, and invited 3-4 partners to respond to the full brief.
Phase 3: Briefing
Time required = 2-4 weeks
By the end of this phase: you will have sent out a full brief, assessed proposals, and invited a couple of potential partners to chemistry sessions.
Phase 4: Chemistry & selection
Time required = 2-4 weeks
By the end of this phase: you will have sent out a full brief, assessed proposals, and invited a couple of potential partners to chemistry sessions.