In our time running Just Vertical, we've seen a whole range of different folks looking for help with their growing dreams. One thing we've learnt is that failure to prepare is preparing to fail. That's why we put this little guide together - preparing for an agricultural consulting session is crucial to achieving the best results for your project. A well-structured session starts with thoughtful preparation, ensuring you can maximize the value of the consultation and set your project on the right course. This article will guide you through every aspect of preparing for an agricultural consulting session, from defining goals to compiling essential documents. As an added bonus, we've sprinkled in some 'pro-tips' that will really help you optimize what you need to have an A+ consulting session.

(One quick side note on this read - we talk a lot about indoor farming and indoor agriculture. At Just Vertical we specialize in indoor agriculture, future-proofing farming operations, building container farms, and more, so we have deliberately referenced these topics as we are experts in them. If you're strictly focused on traditional agriculture, all the main points in this article still apply)

Why Preparation Matters

In our wide world of agriculture, a good consultant running valuable sessions that help you understand your farm can be the difference between boom and bust. We've seen it first hand when we've had clients reach out to us with inoperable farms failing because of inadequate support and consultation. Proper preparation ensures that you make the most of the consultant's expertise and receive actionable, customized advice. Most of all, however, it means you get what you're paying for. No consultant knows everything. Yep, that even includes us. But when you're prepared, it helps you and the consultant stay focused.

Imagine walking into an important meeting without a plan---it's like heading to harvest without checking your equipment first. Preparing for an agricultural consulting session is no different. Failing to prepare means you risk missing out on critical insights or guidance that could significantly impact your project's success. At Just Vertical, we've seen first-hand how well-prepared clients achieve more during their consultations, leading to better outcomes and smoother project execution. We've also seen how unprepared clients are destined to fail from the outset. We'll keep on saying it, but failure to prepare is preparing to fail.

When you think about it, agriculture is super complex. Whether it's indoor, outdoor, or something in between, agriculture incorporates knowledge fields including biology, technology, economics, and even local/geographic policy. That's a lot to know. Each consultation session (initial or otherwise) should separate these difficult topics and distill these complexities into manageable, actionable strategies. Without preparation, you're merely scratching the surface of what could be achieved. Whether it's missing an opportunity to apply an emerging technology or overlooking a financial support mechanism that could fuel your growth, the lack of preparation can result in lost potential.

It's also not just you this applies to. Our advice extends to every stakeholder involved. From experience, we've seen how alignment across different groups is just as important as success in a project. Without this alignment, time is wasted catching up rather than driving the project forward.

Ultimately, consulting sessions are more than just information exchanges---they're essential to your projects ultimate success. Think of them as the launchpad from which the next phase of your farm's growth begins (whether you're starting from seed, or looking for a fresh start with an existing operation). When handled well, they offer actionable insights, clear roadmaps, and strategic recommendations that can be implemented immediately. When handled poorly, they can result in confusion, delayed progress, or even costly missteps. The message is clear: the success of your project begins with your preparation.

Understanding Your Goals and Objectives

The foundation of any successful consulting session is the same foundation of any successful operation or team - knowing what you want to achieve.

Are you looking to optimize your existing indoor farming operations?

Maybe you want to explore alternative agriculture and other farming methods like container farming?

Is an upgrade to a more scalable solution for your farm on the cards?

Clearly defining your goals helps steer the conversation and allows the consultant to tailor their advice specifically to your needs.

Identifying your goals starts with introspection. Ask yourself: what are the pain points in your current operation? For farmers, it could be challenges like reducing input costs, improving crop yields, or diversifying crops. For government entities, it may be about establishing community-centric farming initiatives or ensuring food security through urban agriculture. Developers and builders might focus on integrating sustainable farming into their real estate projects, while non-profits could be exploring how vertical farming can serve underserved communities. The list goes on and on depending on your industry, your goals, your stakeholders, and more.

Once you've identified these broad goals, break them down into actionable objectives. Let's say your goal is to increase production efficiency in your indoor farm. Your objectives might include optimizing your lighting systems (if you have an indoor grow operation), reducing water usage, implementing automation to cut down labor costs, or finding alternatives for things like fertilizer and fuel. By dissecting broad goals into these smaller, actionable objectives, you set the stage for a productive consulting session. We've mentioned this already, but you also ensure that meetings stay focused on what you need help with, rather than esoteric, unimportant topics that have no relevance to you, your projects success, and your bottom line.

Remember that setting goals isn't just about what you want to achieve but also about understanding the constraints you're working with. I'll bet if you had a million dollars, you'd do everything to improve your farm. Unfortunately, unless you're extremely wealthy, nobody has those resources. Budget, regulatory requirements, and physical space limitations are all factors that could shape what's possible. By defining both your aspirations and constraints, you enable your consultant to offer solutions that are not only ambitious but also realistic.

Gathering Necessary Information and Documents

Before your session, compile all relevant information and documentation that could help the consultant better understand your current operations or project goals.

This might include:

• Detailed plans or blueprints of your existing farm or planned layout
• Historical performance data, such as crop yields, input usage, and labor costs
• Budget estimates or financial projections
• Regulatory or compliance documents relevant to your region
• Photographs or videos of your current setup to provide visual context
• Environmental data, such as climate conditions, soil tests, or water quality reports (check out this great article on what kind of data you should be tracking)

This detailed preparation allows the consultant to have a holistic view of your operations. For example, historical crop yield data could reveal inefficiencies in your irrigation or nutrient systems that weren't immediately apparent.

Similarly, sharing your budget constraints helps the consultant recommend solutions that are financially viable.

It's also integral to consider any technological platforms you're using. If you're using software to track yields or manage supply chains, providing access to this data can enhance the consultant's ability to offer precise recommendations. A consultant who understands the full spectrum of your operations---from technology to human resources to market positioning---is better equipped to deliver value.

Depending on your industry, the nature of your documents will differ. For instance, someone in construction may need to provide project timelines, architectural designs, or zoning approval records. For government bodies, relevant documents could include policy papers or strategic plans for urban farming.It all depends - make sure you know what you want help with and what documents are relevant to that

Creating a List of Questions and Discussion Points

An agricultural consulting session should be an interactive dialogue. One way to ensure this is by preparing a list of questions and discussion points. Trust us, this will save you a bunch of time. When you know what you want, you're guaranteed to get more out of the session.

Here's a checklist of potential questions to ask your consultant:

1. What emerging trends should I consider for my farm (particularly what technologies are revolutionizing our industry)?
2. How can I improve the efficiency of my current operations?
3. What are the best practices for scaling farming systems?
4. What financial assistance or grant opportunities might I be eligible for (we have a great page built for this for those looking at urban agriculture in particular as well as other great resources online)?
5. How can I ensure compliance with local regulations?
6. What are the most effective pest management strategies for my specific crops?
7. Are there opportunities for integrating automation or IoT in my operations?
8. How can I improve the environmental sustainability of my farm (for the food lovers out there, this is a great read on sustainability and farm to table agriculture)?
9. What partnerships or collaborations would be beneficial for my goals?
10. How can I future-proof my farm against climate change or market volatility?

This is not an exhaustive list. Your priorities might be different. Make sure you add in what you need.

Using this approach not only keeps the conversation focused, but also ensures you leave with practical answers and solutions that are relevant to you.Tailoring these questions to your goals is key.

The more specific your questions, the more value you'll extract from the session. Open-ended questions, like "How can I improve my farm?" are just far too broad and may lead to generalized advice that isn't actually useful. One word on this - this doesn't just apply for the agricultural industry. This problem exists in every industry.

On the other hand, questions like "What are the cost-benefit considerations of adding an indoor agricultural solution for my slow months?" allow for targeted discussions that can have immediate operational impact.

Setting Realistic Expectations for the Consultation

It's important to understand that, as much as we wish it would, a single consulting session won't provide all the answers. It'd certainly make everyone's lives easier.

Instead, your first consulting session is a starting point, providing you with a roadmap for further exploration. Set realistic expectations by identifying which topics need deep dives and which areas may require follow-up sessions or additional research.

One way to set expectations is by prioritizing topics. You've basically already done all the hard work at this point. Now all you need to do is assign values to your objectives and goals. For example, if your goal is to scale a container farm, you might focus first on the technical aspects---like choosing the right systems and optimizing space usage. Secondary topics, such as exploring new markets or financing options, can be reserved for future sessions.

During the session, expect a balanced mix of high-level strategy and granular details. The consultant will likely begin by discussing your overarching goals before zooming in on specific pain points. Depending on your needs, the session could focus on anything from optimizing your crop cycles to planning for long-term sustainability. Knowing what to expect can help you steer the conversation and stay on track.

Also, consider the scope of the session. If you're launching a large-scale indoor farm, it's unlikely that all aspects---from systems integration to workforce planning---will be covered in a single meeting. Instead, view the consultation as part of an ongoing process where successive sessions build on each other, gradually refining your strategies and solutions.

What to Expect During the Consultation

Consulting sessions typically involve a mix of information sharing, brainstorming, and strategy discussions. Here's what you can expect:

1. Initial Assessment: The consultant will evaluate the information you've provided and discuss your goals. This phase is critical because it sets the tone for the rest of the meeting. This part of the session is generally fairly one-way.
2. Gap Analysis: Identifying areas where improvements can be made, whether it's operational, technological, or strategic. This analysis often uncovers overlooked inefficiencies or missed opportunities that can be addressed with targeted actions.
3. Tailored Recommendations: Based on your objectives and data, the consultant will suggest specific actions or strategies. This could range from rethinking your crop rotation schedule to implementing advanced monitoring technologies.
4. Next Steps: You'll conclude with a clear action plan or follow-up steps. This plan may include setting timelines, identifying key performance indicators (KPIs), or outlining potential investments.

The flow of the session will depend on your level of preparation (remember what we said at the start of the article?). The more organized and specific you are with your goals, the more productive the meeting will be. If you've shared your documents and objectives in advance, the consultant may even arrive with preliminary insights or ideas, making the session more dynamic and focused.

Consultants may also use visual aids like models, flowcharts, or software demonstrations to illustrate their recommendations. Be prepared to engage in these discussions, ask for clarifications, and challenge ideas when necessary. After all, you're paying for this service. All the consultation means nothing if it's not valuable and tailored to you and your needs.

Post-Consultation Actions and Next Steps

The consultation doesn't end with the meeting. To get the most value from the session, you'll need to act on the recommendations and insights provided. Start by implementing any quick wins and prioritize more complex initiatives for future planning. We think it would be remiss and probably neglectful to also only have one initial consulting session. Strongly consider scheduling follow-up sessions to track progress or address new challenges as they arise (obviously dependent on your resources and budget).

Quick wins might include small operational adjustments, like optimizing irrigation schedules or revising planting densities. These actions typically require minimal investment but can yield noticeable results quickly. On the other hand, more complex recommendations---like switching to a different farming system or expanding your operations---might require significant planning, budgeting, and resource allocation. Ultimately, you want to maximize your return for your investment on this session, so make sure the action items are able to be implemented with your expertise.

Also, take the time to evaluate the impact of the consultant's recommendations. Did the proposed changes lead to improved performance? Were there unforeseen challenges? Continuous evaluation ensures that your project remains adaptable and can respond to changing conditions or new information.

FAQs About Preparing for Agricultural Consulting

Q: How far in advance should I start preparing for a consulting session?

A: Ideally, start preparing at least two to four weeks before your session to ensure you have time to gather documents, define goals, and compile questions. This all depends on how organized you are and how you are prepared generally in your organization.

Q: What if I don't have all the necessary data before the consultation?

A: It's still beneficial to proceed with what you have. The consultant can help identify gaps and recommend what data to focus on moving forward. They'll tell you where to start and where to move forward.

Q: Can I prepare for the session alone, or should I involve my team?

A: Involving key stakeholders, such as operations managers or financial advisors, ensures you have diverse perspectives and more comprehensive preparation. One word of warning - be strict about this. It very easily can become a matter of too many chefs in the kitchen when you invite every man and his dog.

Q: How can I get the most value from a consulting session if I'm working on a tight budget?

A: Be clear about your budget constraints from the beginning, so the consultant can focus on low-cost, high-impact solutions tailored to your financial situation.

Q: Are follow-up sessions necessary?

A: While not always necessary, follow-up sessions can be invaluable for tracking progress, addressing new challenges, or exploring deeper strategic initiatives.

Wrapping It Up

Preparing for an agricultural consulting session is a critical step in maximizing the value you receive from the process. Remember, failure to prepare is preparing for failure. At Just Vertical, we specialize in guiding clients through every stage of their agricultural journey, from initial consultation to full-scale implementation.

Ready to optimize your farm or start a new agricultural venture? Get in touch with us today to see how our consulting services can help you achieve your goals.