Scheduling calls and keeping up with everybody is becoming much harder as our workloads expand. Working remotely, or in an office where everyone sits at their own desk working on their own thing, making contact with clients might be difficult. This post is for people who work from home (and, let’s face it – are lazy as hell like me).
The answer we are about to offer you isn’t rocket science (if anything, it’s more like glue) – but it has worked wonderfully for us, and we hope it can work as well for you.
Create a List for Each Client Account
The first step is to create a list for each client account. This could be in a physical notebook, on your computer, or even in an app like Evernote. The important part is that you have it readily accessible and can add to it easily.
For each call, write the date/time of the call, the topic, and any other notes you think will be helpful.
Now, for each call, write down the date and time of the call, the topic, and any other notes you think will be helpful. For example:
3/1/2017 – 9 am EST – Review weekly goals
3/8/2017 – 10 am EST – Discuss progress on project X
This way, you’ll always have a plan for your next call with each client, and you won’t have to worry about forgetting anything important. Bonus: Having this list will also help keep you accountable. If you know you have a call scheduled with a client, you’re more likely to actually do the work necessary to prepare for it.
Use The Right Software
There are a few different ways you can set up call scheduling with your clients. You can use Google Calendar, which is great if you’re already using Gmail for email (and who isn’t?).
Another option is to use Zoom, which integrates with a lot of different calendar applications (including Google Calendar, Outlook, and Zoom) and even has a free plan.
Or, you could use ScheduleOnce, which is specifically designed for scheduling appointments and has a free trial.
Whichever software you choose, make sure it’s something that you’re comfortable using and that will work well with the other tools you’re using in your business.
Asana or Trello
If you’re looking for a more collaborative way to work with your clients, consider using tools like Assana or Trello. Assana is a project management tool that lets you track the progress of your projects and includes a built-in chat function, making it perfect for collaboration.
Trello is a similar tool but is more focused on task management. It’s great for organizing your to-dos and keeping track of what’s been completed. Both tools have free plans and are worth checking out if you’re not sure which one to use.
Set Up a Recurring Meeting
If you have weekly or bi-weekly calls with a client, set up a recurring meeting so that you don’t have to schedule each call individually. This will save you time in the long run, and it will also help make sure that you don’t accidentally forget to schedule a call.
In Google Calendar, setting up a recurring event is as easy as selecting “Repeat” after creating
Of course, there are other options out there, so feel free to experiment and find the one that works best for you and your business. This will defiantly reduce your stress and make things easier in the long run!
Just Call Them
If all else fails, you can always just pick up the phone and call your clients. This might not be the most efficient way to work, but it’s definitely the most personal.
Don’t Be Afraid to Shoot Them a Text
Email is great, but sometimes it’s just too slow. If you need to get in touch with a client quickly, don’t be afraid to shoot them a text. This is especially helpful if you know they’re busy and might not have time to check their email right away.
Even if you have the most perfect system in place, there will be times when things just don’t go according to plan. And that’s okay. Be flexible and adjust as needed. The important thing is that you’re making an effort to stay in touch with your clients and keep them updated on your progress.
Provide Them With All the Resources They Need
One of the best ways to stay in touch with your clients is to provide them with all the resources they need. This includes everything from a project overview to a list of resources that you’ve used in the past.
Make sure everything is easy to find and organized in a way that makes sense for your client. If they can find what they need without having to contact you, they’re more likely to reach out if they do have a question.
Stay Organized When Working With Multiple Clients
The best way to stay organized is by creating a system that works for you and sticking to it. This means setting aside time each day (or week) to review your upcoming calls, tasks, and projects.
It also means keeping all of your important information in one place. This could be a physical notebook or a digital document, but whatever you choose, make sure it’s easy to access and that you’re actually using it.
Working with multiple clients can be a bit of a challenge. It’s hard enough to keep track of one client’s schedule, let alone multiple clients. One way to stay organized is to create a separate calendar for each client. This way, you can easily see what’s going on with each client and make sure that you’re not double-booking yourself.
The important thing is to find what works for you and your business. There is no one-size-fits-all solution, so experiment until you find a system that works well for you and your clients. And, as always, please feel free to reach out if you have any questions or need help getting started.
Finally, make sure to keep a record of all calls, emails, and other communication with your clients. This will help you stay organized and ensure that nothing falls through the cracks. By having a plan in place, you’ll be able to focus on what’s important – getting the work done – and avoid any stressful last-minute scrambling.
As a freelancer or small business owner, working with multiple clients can be a bit of a juggling act. But with the right tools and strategies in place, it can be done successfully. Just remember to take things one step at a time and to stay organized!