How to make client management super simple
Whether you are a web designer, a virtual assistant or a marketing consultant, if you are juggling several clients at once, it can be pretty difficult to keep track of everyone and everything that needs doing. The last thing you want is to drop the ball on one project, and end up losing a client, so here are some ways you can manage your clients seamlessly.
Set up templates
If there are things you know you need to do more than once, or for more than one client, it’s useful to have set processes or templates in place. For example, a template contract to send out for each new client, that you can just tweak as needed. If you’re sending invoices, check out this simple invoice maker from freshbooks.com – by using this, you don’t have to generate a new one from scratch each time, saving you time and money.
Use a project management tool
Even if you’re someone who likes to handwrite your notes, there is a lot to be said for using a project management system such as Asana or Plutio to keep everything organised digitally. One of the best things about using a system like this is that you can allow different members of your team, or even the relevant clients, to access their own ‘board’ where you can allocate tasks, and update projects. Having something saved online in this way also means that it can be accessed from anywhere, which makes it more secure than just saving it on a hard drive. Project management tools like this become more useful the more you use them, so ensure you fully buy into the system and keep everything updated, so you really see the benefit.
Keep things transparent
Communication is key when it comes to working with others, and the best thing you can do is manage expectations from the start. Be sure that everyone is on the same page and knows exactly what it is you are going to be delivering and when. This is the same when it comes to payment – what is the final cost, and when does it need to be paid by. You might also want to make clear some boundaries about things such as edits on work delivered, and when you will answer calls (e.g. are you willing to answer the phone at 8pm? Or on weekends? Is your client willing to do this?). Make sure that you know exactly who you should be liaising with on various projects and the best way to contact them.
Juggling several clients isn’t always easy, but as your business grows, it becomes really important that you do it well. Any mistakes in this area can really affect your business, so it’s something you should work on getting right before you expand. Being organised and open with communication are good places to start, and ensure you take on any feedback that is offered with an open mind and willingness to learn.
