Podcast

How To Systemize Client Communication

June 22, 2022

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I'm Court —online systems educator for coaches. I'm here to help you love your business again.

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Today we are going to be chatting all about how to systemize client communication. Let’s be real, client communication can be tricky to navigate in the online space. With so many different methods of communication, it can be hard to set boundaries and figure out what client communication should look like in your biz. 

So I’m going to share with you my top tips for how we have systemized client communication to keep things streamlined and efficient while still maintaining healthy boundaries between work and personal life.

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What Is A Communication System? And Why Is It Important?

A communication system is a streamlined method that you’ve implemented in your biz that help prevents mistakes and encourages accountability.

This is important because too many communication tools lead to unnecessary challenges. Having a messy communication system also leads to things getting missed which leads to a poor client experience.

Having a systemized client communication system is super important because also allows your team to step in to support you with your clients.


What Communication Tools Are Available? And What Do We Recommend?

Our top recommendations for communication tools are Slack, ClickUp Chat, and HoneyBook. For HoneyBook, we only recommend this for initial lead conversations. Then, after they sign their contract, they should move into Slack or ClickUp Chat.

We don’t recommend platforms like Voxer or WhatsApp because these platforms aren’t searchable and it’s hard to loop your team in.

In addition, we highly discourage using email to communicate with your clients. In the initial stages of lead generation, email will obviously be a primary tool for communication. However, once a client signs a contract, it’s important to move them out of email. This allows for streamlined communication and allows your team to be looped in on all things project-related.

 

Communication Best Practices

To systemize client communication, here are a few of our recommended best practices.

  • Setting Expectations + Boundaries

Setting expectations and boundaries with your clients is crucial for things like response time, working hours, and your methods of communication. Even before your clients onboard with you, you want them to be aware of the communication expectations.

You want to be clear with your clients about your response time so they know exactly what to expect. You also want to set the expectation for the exact time frame you are available.

In addition, you also want to set strict guidelines for what communication method you will be available on. 

  • Proactivity

As a rule of thumb, you should always be waiting for your client, not the other way around. In other words, be proactive in your communication even if it means having to task out daily client check-ins in ClickUp until it becomes a habit.

Check Out ClickUp Here! (and use code SYSTEMSUP to get 30% off the Unlimited Plan or 15% off Business Plan)

  • Transparency

You always have to tell your clients like it is. It doesn’t matter whether you have good news or bad news. You need to tell them what they need to know, and tell them when they need to know it.

  • Asking For Regular Feedback

You want to regularly be asking your client how they are feeling and any issues they are struggling with. If you request feedback about systems/processes/deliverables, they will be more likely to give it to you. 

  • Provide Reminders + Over Communicate

If you’re waiting on client feedback, give them consistent reminders. It is okay to remind them every so often that you are waiting on them to proceed. 

You also want to over-communicate to a point so you are not being misunderstood. 

 

How to Structure an Effective Client Response

When structuring your message it is always best to assume the client does not know or is unfamiliar with what we may be updating them on (without implying they don’t understand/belittling them).

You want to make sure you are thorough and are providing EVERY resource they could need to effectively review and respond to your message without the need for them to search for anything.

For example, this can include links to files, images to review, or links to websites or articles you found.

On the other hand, if your feedback gives them multiple options to choose from in which they could proceed, always provide them all options at once and YOUR personal recommendation. This will allow you to take all the guesswork out for them while also providing them with your expert opinion.

For Example: 

“Hi @ClientName — I’ve done a little research and the below articles looked like the most promising solutions: 

  • Option #1:
  • Option #2:
  • Option #3: ”

I personally think option #2 is the best option to move forward because:

  • Reason #1
  • Reason #2”

We actually use this exact method on our team and it is super helpful. It not only helps take out the guesswork, but it also empowers your team to make decisions and be a big picture thinker.

 

Tips On Sending Client Messages

A few tips we use in our business when sending client messages:

  1. Provide a video walkthrough using Loom explaining the project/task update if necessary. And also provide the video link with the amount of time the video lasts so they can plan when to watch it.
  2. If you cannot proceed with your task before you receive feedback from the client, always be sure to include it at the end of your message. 
  3. Always utilize numbered lists, bullet points, and short paragraphs to make the message as digestible and easy to read as possible. No run-on paragraphs ever! As CEOs, we don’t have the time to read an essay of paragraphs. Sending bullet points makes things less daunting to review.

 

Action Steps To Implement A Client Communication System

Here are some questions you can ask yourself to systemize your client communication system in your biz!

1. In what ways will you communicate with different client groups in your business? (1:1 clients, group coaching clients, etc.)

For example, for your 1:1 Clients, maybe you want to use HoneyBook for initial lead conversations and contract/payment conversations and then ClickUp Chat for all project-related conversations.

And then for your Group Coaching Clients maybe you want to use HoneyBook for initial lead conversations and contract/payment conversations and then a Slack Channel for all coaching-related conversations.

2. In what ways WON’T you be communicating with these groups?

For example, you won’t communicate via email, text, or Instagram DM’s (unless it’s for personal connection!).

3. What are your response hours?

For example, your response times could be 9 am-5 pm CST, Monday through Friday.

4. What other communication boundaries do you need to have in place?

This could include policies like no Slack DMs or your response time to be expected is 24 hours. Also, this could include any client project requests received from the client after 3:30 pm CST that will not be completed/answered with a game plan until the next day.

5. What communication SOPs do you need to create?

Whether you have a team or not, SOPs (standard operating procedures) are crucial for your client communication system. Some SOP’s to create include how to structure a client response and how to ask a client for project feedback.

If you’re ready to systemize your client communication, check out our course, Elevate!

 

LINKS MENTIONED

Check out HoneyBook (and use code ‘systemsup’ to get HB for $1/mo for 8 months!)

 

CONNECT WITH US

Follow Us On Instagram
Check Out Our Website
Join Our Mighty Networks Community

 

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