How Factorial Can Help Your Consulting Firm Scale-Up

So, things are going well and you’re thinking of scaling up your small business? Taking things to the next level and expanding your consultancy services and workforce is an exciting phase! However, a consulting firm scale-up involves more than just increasing your client base or revenue. It requires strategic planning, efficient resource management, and access to the right tools to ensure sustainable growth.

Most notably, as a consultancy grows, it becomes much harder to manage a growing team, foster collaboration, and coordinate multiple projects, all whilst maintaining high levels of client satisfaction. This is where an efficient HR and project management system like Factorial can make a substantial difference. This article explores how Factorial can help you with your consulting firm scale-up, with a particular focus on time tracking, project management, goal setting, reporting, and recruitment.

• Common Challenges with a Consulting Firm Scale-Up
• What Consultancies Need to Grow and Get Clients
• Which Business and Staffing Models Are Best?
• How Factorial’s All-in-One Solution Can Help Your Consulting Firm Scale-Up
• Empower Your Consulting Firm Scale Up with Factorial
• HR Software to Empower Your Team 🚀

Common Challenges with a Consulting Firm Scale-Up 

Before looking at the specific features of Factorial’s solution that can support and assist you during your consulting firm scale-up, let’s explore some of the most common challenges that consulting firms encounter when they start growing:

• Resource management. As a firm grows, it becomes essential to have a system in place for managing the company’s assets and resources. However, ensuring that the right number of consultants are available for projects without overextending the team can be a challenge. Without the right scheduling software and time-tracking solutions, it can lead to burnout or underused resources.
• Maintaining quality. It can be difficult to expand your client base whilst maintaining the high quality of service that your clients have come to expect. Not only that, but growth often dilutes the company’s culture and standards if it’s not carefully managed, and this will also have an impact on the quality that your business offers.
• Talent acquisition and retention. Another significant challenge often encountered during a consulting firm scale-up is hiring skilled consultants quickly enough to meet demand. It also becomes a lot harder to retain top talent as competition for skilled professionals intensifies. This is particularly notable in the tech industry, where, according to a report by Deloitte, nearly 90% of leaders claim that recruiting and retaining talent is a moderate or major challenge.
• Client relationship management. As the number of clients increases, maintaining personalized attention and strong relationships can become a challenge. This can impact client satisfaction and retention rates.
• Operational efficiency. Finally, scaling up often reveals inefficiencies in existing processes. Administrative tasks such as time tracking, billing, and project management become more complex and time-consuming without robust systems in place to manage them.

What Consultancies Need to Grow and Get Clients

For consultancies to grow and attract clients, they need to focus on several key areas.

Let’s explore these consulting firm scale-up strategies.

Source Specialized Expertise

A growing consulting firm should focus its recruitment efforts on hiring candidates with strong skills and knowledge in a specific area as this can help to set the firm apart from competitors. Specialization also you to target your marketing efforts, helping you attract clients who need those specific services​.

Build Strong Client Relationships

Maintaining high levels of client satisfaction and trust is crucial for growth. Your consulting firm needs to provide excellent service, be responsive, and consistently meet or exceed client expectations. All this will help you build a database of satisfied, long-term clients who come back, time after time, and who refer your consulting services to others.

Effectively Market Your Business

Having a strong online presence and a well-defined marketing strategy is essential for attracting new clients. This includes maintaining a professional website, engaging in content marketing, being active on social media, and optimizing all your published content for search engines (SEO) to increase visibility. Consistent marketing efforts help you establish your consultancy’s brand and reach a wider audience​.

Use the Right Tools and Technology

There are many tools and platforms out there now that can enhance your processes for project management, time tracking, and analytics, helping you significantly improve efficiency and service delivery. For instance, tools like Factorial can streamline internal processes, reduce administrative burdens, and provide valuable insights that enhance decision-making and client management. All this helps your operations run more smoothly so that you can deliver top results to clients​.

Networking and Partnerships

Finally, the best strategy for a consulting firm scale-up is building a robust network of professional contacts and forming strategic partnerships. Why? Because expanding your network is likely to open up new opportunities for business development and client acquisition. For instance, networking events, industry conferences, and online platforms like LinkedIn are valuable resources for expanding a consultancy’s reach and establishing connections that can lead to new projects and collaborations​.

Which Business and Staffing Models Are Best?

As we already mentioned above, recruitment is one of the biggest challenges that small businesses report during a consulting firm scale-up. After all, your most important asset is your workforce, so you need to make sure that your growing team has the right skills and experience to manage the increasing workload and address the needs of your expanding client base. Plus, the team you build must also understand how to collaborate and work efficiently within your consulting firm’s evolving structure.

So, which business and staffing models are best for growing consulting firms?

Here are a few effective models:

• Project-based model. This is a popular choice for consulting firms, where teams are assembled based on project requirements. It allows firms to leverage specialized skills for specific projects, enhancing efficiency and client satisfaction. According to McKinsey, project-based models are especially useful for tasks that need specialized skills spread across different projects. 
• Boutique model. Smaller consulting firms that target niche markets with specialized services often use the boutique model. This model can help them differentiate themselves and offer personalized, high-quality services.
• Hybrid model. A hybrid model, where you combine full-time employees with a network of freelance consultants, gives you the benefits of flexibility and scalability. You can manage core functions with permanent staff and scale up ad hoc with freelancers for specific projects. This approach can help you reduce costs and access a wider talent pool.
• Matrix model. Finally, a matrix staffing model is where employees work under multiple managers for different projects. This setup allows consultants to handle various projects at the same time. It promotes teamwork across different departments and ensures that specialized skills are used where they are needed most.

How Factorial’s All-in-One Solution Can Help Your Consulting Firm Scale Up 

As we have seen so far, a consulting firm scale-up comes with its fair share of challenges, including managing an expanding team, multiple projects, and increasing administrative tasks. Addressing these challenges and building a growing business that thrives requires strategic planning, a robust HR tech stack, and a keen focus on maintaining the firm’s core values and standards.

Factorial’s all-in-one HRIS (Human Resource Information System) provides a comprehensive solution to these challenges, offering a suite of tools designed to streamline operations, enhance productivity, and support sustainable growth. 

Let’s explore some of these features to see how they can help your consulting firm scale up.

Time Tracking for Consultancies: Addressing Your Needs 

Efficient time tracking is crucial during a consulting firm scale-up as it helps you optimize productivity and ensure accurate billing. Factorial’s time-tracking software offers robust solutions to address these needs, differentiating between billable and non-billable hours and offering advanced project management time-tracking features.

Billable vs Non-Billable Hours

Billable hours are the hours employees spend on tasks that can be directly linked to receiving payment from specific clients (providing the client with a product or service). This information is usually collected with a tracking solution like an electronic clock-in system to ensure that payroll is accurate. 

Non-billable hours are the hours employees spend on tasks that are not directly linked to charging a client. This type of work involves managing internal processes, business development, training, onboarding and time management. To put it simply, non-billable hours are the hours consultants spend on tasks that are not customer-facing and can rarely be directly linked to a specific client. Although these do not directly create profit, they are necessary for the business to function and are often the first step to getting returns from clients. 

As a growing consulting firm, it’s a good idea to invest in a time-tracking solution like Factorial to accurately log the hours that your employees work. Factorial’s time-tracking tool allows consultants to easily log and categorize their hours as billable or non-billable. By clearly tracking billable hours, consulting firms can ensure clients are invoiced correctly for all work, enhancing transparency and trust. Additionally, tracking non-billable hours helps firms identify areas where time is spent on internal tasks, enabling better resource allocation and efficiency improvements.

Project Management Time Tracking

Project management time tracking is the practice of monitoring the time spent on a project. Essentially, it’s about keeping track of how long project team members take to complete their assigned tasks. That way, you can make sure that time is being used productively, expense budgets aren’t being exceeded, employees are being paid the right amount, and your project is generating anticipated levels of profitability. Project time tracking also helps you allocate resources effectively and avoid scope creep, which can be costly and negatively impact your company’s reputation.

Specifically, Factorial’s time-tracking project management software can help you:

• Manage your projects more efficiently and accurately.
• Improve the project management experience by adding more flexibility to the creation process.
• Assign specific employees to specific projects.
• Create reports with project total hours.
• Create new permissions for different user groups. 

All these features help you monitor project progress, ensuring deadlines are met, and resources are used effectively.

Project Management: Resource Allocation and Monitoring

Factorial’s HRIS system includes tools for monitoring and allocating resources effectively. For instance, with Factorial’s scheduling software, managers can easily assign consultants to projects based on availability, skills, and workload, ensuring the optimal use of resources. The platform provides an overview of who is working on what and how time is allocated across different activities, ensuring that every minute is accounted for. Plus, by providing detailed insights into project timelines, Factorial helps managers assess the progress and efficiency of each project. This leads to improved project outcomes, as the right resources are deployed where they are most needed, and potential bottlenecks are identified and addressed promptly.

Goal Setting and Performance Management 

Performance goals are clear and specific benchmarks for measuring and guiding employee progress and development. Examples of performance goals at work include enhancing communication skills, meeting project deadlines, improving conflict resolution skills, and developing collaborative skills. Setting clear objectives like these is crucial for aligning individual efforts with the firm’s strategic goals. 

One of the best ways to set these objectives is by using SMART goals (Specific, Measurable, Achievable, Relevant, Time-bound), a proven method for enhancing employee performance and achieving organizational success. You can also use models like the Balanced Scorecard or OKRs (Objectives and Key Results) to define and track your goals and ensure that all team members are working towards the same strategic priorities.

Regardless of the type of performance goals at work that you assign to your employees, the best way to manage goal progress is to use a performance management system like Factorial to streamline the process, create a supportive and transparent environment, and boost employee morale.

Specifically, with our performance management software, you can:

• Access comprehensive tools for setting performance goals at work, offering continuous feedback, and managing performance reviews.
• Design employee development strategies in line with the objectives of your company.
• Streamline the performance management process with automated and centralized performance review periods.
• Track employee performance over time, making it easier to identify trends and areas needing your attention.
• Monitor employee performance metrics in real time, so you can make timely interventions and adjustments.
• Generate comprehensive performance progress reports so that you can make informed decisions based on comprehensive data analysis.
• Create tailored learning and development programs for each employee to help them hit their performance goals at work.
• Set reminders for feedback, performance reviews, and goal-setting deadlines.

Reporting and Analytics for Informed Decision-Making 

Factorial’s HRIS platform offers comprehensive reporting features that provide consulting firms with detailed insights into various aspects of their operations. These reports cover a wide range of metrics, including employee performance, project progress, time tracking, and financial data. By generating regular and customizable reports, Factorial helps managers stay informed about key performance indicators (KPIs) and identify trends that can impact the business. This transparency facilitates better planning, resource allocation, and strategy development, ultimately contributing to the firm’s growth and efficiency.

Streamlined Recruitment and Talent Management

Did you know that it costs an average of $4,700 to hire a new employee? Not only that, but according to a survey by Monster, 62% of small businesses claim that they have made a bad hiring decision in the past. This makes it essential to hire the best possible candidate for the job so that you don’t make an expensive bad hiring decision.

With Factorial’s applicant tracking system, you can quickly recruit people for any open position from anywhere and guide them throughout the small business hiring process all the way to onboarding. 

Specifically, with our AI-enhanced hiring software, you can:

• Access a centralized platform to manage job postings, applications, and candidate communications. 
• Create job descriptions with AI and customize your screening questions to narrow your focus to the right people.
• Post job openings across multiple channels and track applications in real time.
• Tailor the hiring process to your needs to ensure a smooth experience for recruiters and candidates.
• Link open positions to your org chart to keep everything in view and hire the team you need.
• Customize your hiring process by adding stages to your funnel, sending automatic messages to candidates who progress from one stage to the next, and collecting information with evaluation form templates.
• Share evaluation notes through the platform and link calendars to Factorial to schedule interviews directly through the platform.
• Demonstrate compliance with employment laws by conducting background checks.
• Maintain a talent pool for future hiring needs, ensuring a steady supply of potential candidates. 

Payroll Management Made Easy

Managing payroll is a critical aspect of running a business, and choosing the right payroll software can make a huge difference in streamlining your payroll processes. This is especially important in the U.S., where payroll can bring a lot of challenges for small businesses and large companies alike. From automated calculations to tax filings and reporting, modern payroll software solutions offer a range of features to simplify payroll management and ensure accuracy. 

Factorial’s payroll software seamlessly integrates with QuickBooks, a cloud-based payroll management software that you can use to automate your payroll calculations, tax deductions, and direct deposits, and access a comprehensive range of reporting features. This integration, which has been specifically designed to simplify and automate the process of payroll management for small and medium-sized businesses, ensures that all employee data, including time-tracking, attendance, and benefits, is automatically synced with the payroll system. This streamlined approach ensures that all payroll-related information is up-to-date and accurate, facilitating smooth and efficient payroll processing.

Empower Your Consulting Firm Scale-Up with Factorial 

Ultimately, a consulting firm scale-up isn’t just about growing bigger, it’s about building a bigger, stronger, and more transparent team. Having the right HR tech that can help you with all of your HR functions and administrative tasks is an essential cog in this machine.

That’s where Factorial’s all-in-one HR management software comes in. As we have seen bove, our comprehensive HR management software streamlines a range of core HR functions, including:

• Time tracking
• Time management
• Payroll management
• HR reporting
• Talent acquisition
• Employee onboarding
• Performance management
• Remote internal communications
• And much more.

If you are looking to scale your business, look no further. Get started with Factorial and open the next chapter of business growth in 2024!