Make Client Communication Easier
Communicating with clients can be half the work of running a business. It’s time-consuming and can often be frustrating too, especially when you have clients who don’t really understand your work. Although it can be hard, it’s essential for anyone who relies on having direct clients to keep their business going. If you find that it’s often a slow process or it’s hard to get on the same page as your clients, some improvements in communication could really help to make a difference. Take a look at some of the things that you could be doing to make client communication better.
Offer Different Communication Methods
You might have a preferred communication method. Maybe you find it quicker to clarify things over the phone, or you think things are clearer when communicating by email. But it’s important to make sure that your clients are able to communicate in a way that they prefer too. Offering different ways to communicate, whether it’s phone, email, video calls, or instant messaging, can make it easier for your clients to get in touch with you and vice versa. You can always create a balance. For example, if your client wants to talk on the phone, you can later email them to confirm what you discussed in person.
Deal in Digital Contracts
Getting contracts signed can be a slow process. It’s even slower if you have to mail, or perhaps fax, the contract to your client and then wait for them to send it back. They could simply put it aside and forget about it, and you then have to spend time reminding them about it. Instead, use a digital contract that your client can sign with an electronic signature. They will be able to easily share it with anyone they need to, such as their lawyer. They can quickly sign it so that you receive the completed contract faster.
Be Clear and Concise
When thinking about how to improve client communication, you might need to improve your own communication skills. One thing that some people may struggle with is being clear enough for clients to understand them. It’s important to use plain language and to be concise in the things that you say to clients. That can mean avoiding jargon, or explaining what technical terms mean to your client so they have a better understanding of what you’re talking about. Avoid giving them unnecessary information that isn’t useful to them.
Keep Good Records
Keeping good records of your communication is good practice. It can be useful if anything needs to be clarified later. It can also help you out if there are any disputes or you need evidence of what was asked of you and what you and your client agreed. Keep communications such as emails or instant message records organized. If you speak on the phone or via video call, summarize what was said in writing to create a record.
Communicating with clients can be complicated, but you can make it easier by improving your skills and getting organized.