Project management is much more than tasks and deadlines. You also have client to keep you happy. Juggling projects and customer relationships can be stressful, but not necessary. Effective communication with the client can relieve the pressure and prepare it for the success of the project.
The importance of communication with the client as a project manager
Knowing how to communicate effectively with customers helps you gain confidence, which is essential for any project to succeed. But that is not the only benefit.
Effective communication with the client also allows you to:
Understand the customer's perspective and build a shared vocabulary.
Align project schedules, budgets and deliverables with customer expectations.
Let's look at some simple strategies that you can use to better communicate with your client.
How to improve client communication
When it comes to that, good communication with the client is about managing expectations. Here are some easy ways to set clear expectations and improve your communication skills:
Ask questions: Questions are a simple but powerful tool that you can use to make sure you are always on the same page with your client. Don't be afraid to ask questions, no matter how simple or silly it seems. It shows your client you care about their input,as well as the result of his project.
Present your project plan: a good plan communicates who, what, why, when and how of a project. Reviewing it with your client forces you to discuss the details and allows you to set clear expectations before the project gets under way. It also serves as a reference resource for questions or problems once a project starts.
Standardize project communication methods: when everyone uses a different way of communicating about a project, details can be overlooked. Avoid working with your client to determine how and when certain types of information will be communicated.
For example, the status of the project can be communicated weekly by email, while risks or problems are discussed in face-to-face meetings
Present your communication tools to your client: communication and project management tools encourage collaboration and allow you to document conversations along the way. With TeamGantt's free online Gantt chart software, it's easy to share project updates and keep all your files and discussions in one place.
Establish a regular cadence for communication: being predictable may sound boring, but it is a sure way to calm customer fears about the progress of a project. If your client knows that he will receive a status report every friday morning, they will be less likely to request random updates in the middle.
Set an agenda: an agenda sets clear goals and expectations for what will be achieved in a meeting. Be sure to provide relevant documents in advance and outline the tasks for the agenda items so that everyone comes prepared for a productive meeting.
5 simple client communication tips
If you want to be an Effective Business Communication superstar, you must go beyond practical tactics. Remember, communicating well is about relating to people, so take advantage of those personal skills!
These 5 tips can help you interact better with customers:
Empathize with the client. It is easy to get so caught up in logistics that you forget that your client is a real person with their own fears and pressures. Taking the time to understand, and recognize, your client's perspective can spread a difficult conversation and reassure your client that you have the best interest in your heart.
Share your knowledge of the company. Before meeting with a client to discuss a new project, investigate. Showing your client that you know what your organization is about and how it works is a simple way to establish trust from the beginning.
Send a summary. This is an easy way to let your client know that you have heard. It also sets clear expectations for any decision or action that is covered in a meeting or conversation with your client.
Customize your communication. Using an email or a status report template can lighten your momentum when it comes to interacting with clients. Just be sure to add some personal touches to make your client feel special. It can be as simple as incorporating the client's logo into your status report or asking about your recent vacation in your weekly email. Bonus points for sending a handwritten note!
Ask for feedback. It is not easy to open up to possible criticism. But identifying your weaknesses is the best way to strengthen your skills. A little humility also contributes greatly to gain the trust of your client.
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