Q: What percentage of prep time is appropriate in relation to contact time?

A: "It's a very interesting question and while I did not poll the Centers directly, I ran some reports via Center IC/EX, as well as refreshing my knowledge of SBA documents and Center IC/EX reporting guidelines.

To keep it simple, here is a recap:

• First of all, time spent to input Center IC/EX session notes IS NOT considered "prep" time
• There is NO set "ratio" or percentage, but here is what I found:
  • on a statewide basis, 2013 to date, the OSBDCN averages 37% prep time as a percentage of "Contact" time (a ratio of 1 hour of prep for every 2.6 hours of contact)
  • the high range is 52% prep time
  • the low range is 21%
  • as indicated by the statewide average, most Centers seem to hover in the 29% to 32% range
• the SBA definition of "Preparation Hours" is:"The amount of time spent preparing and researching information for a business or individual client".
• from a local perspective (SOU SBDC), it is expected that counselors are using prep time before and after client appointments, i.e.., research, reviewing business plans, reviewing financials, talking with other providers such as bankers. Our prep time is 29% and that will increase with the proportion of long-term counseling clients.

So, while I have only given you information to draw your own conclusions, I would say that a good goal would be 30%, which should be reflected in quality counseling and long-term clients. The more we know about our clients via research and prep, the better we serve them."

   -Jack Vitacco