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How to Schedule Calls and Stay Organized With Your Clients

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) on how to stay organized.

Technology has made it easier to stay in contact with clients and colleagues. With video chat, you can have a face-to-face conversation without actually having to be there in person. Platforms like Skype, Zoom, and Google Hangouts make it very easy for you to set up virtual meetings with your contacts. There are also other tools like Slack or Asana that allow you to communicate quickly and easily with your team members no matter where they are.

And keeping up with clients is easier too. Automated emails, newsletters and social media posts can all be used to keep in touch with your clients without needing to pick up the phone or write a long email every single time. These automated messages make it easy to check in with your clients on a regular basis and keep them updated on what you’re doing.

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.

Prioritize Your Clients

The next step is to prioritize your clients. You may want to create a list of who you should contact first and how often or create certain categories that each client falls into.

For example, if you manage multiple accounts for one company, you could categorize them as “high priority” or “low priority.” That way, when it comes time to call someone, you know exactly which calls take precedence. This will also help make sure that no one’s requests fall through the cracks and get neglected.

Keep Track of Your Calls

Finally, keep track of all your calls with clients. Whether this means taking notes in a spreadsheet or syncing up your calendar with your contacts’ schedules (or both!), having an organized system in place will make it easier to remember what was discussed and ensure that nothing gets lost in the shuffle.

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. It’s also a good way to make sure that you don’t forget important calls.

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.

Be Flexible

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.

Keep Your Work Space Clean

The most important thing to remember when working with multiple clients is to keep your work space tidy and organized. Having a cluttered desk or workspace can be distracting, and it’s also a sign that you’re not as organized as you could be.

10 Tips for Staying Organized With Customer Meetings

Take some time each week (or day) to clean up your workspace so that everything is easy to find and in its place. This will help make sure that no tasks slip through the cracks and that you’re always on top of your workload.

  1. Use a calendar or scheduling tool: Utilize a calendar or scheduling tool to schedule all your meetings and set reminders. This will help you avoid double-booking or missing appointments.
  2. Send out meeting invitations: Send out meeting invitations to your customers in advance, including the date, time, location, and agenda of the meeting. This will help your customers come prepared and be more engaged during the meeting.
  3. Create an agenda: Create a clear and concise agenda for the meeting, including topics to be discussed and any materials that need to be shared. Share the agenda with your customers in advance so they can prepare any questions or information they need to bring.
  4. Prepare necessary documents: Make sure all necessary documents and materials are organized and easily accessible for the meeting. This includes reports, presentations, and any other relevant data.
  5. Take notes: Take detailed notes during the meeting to capture important points and action items. This will help you follow up with your customers and ensure that everyone is on the same page.
  6. Follow up promptly: Follow up with your customers promptly after the meeting to confirm any action items, address any concerns, and ensure that everyone is on the same page.
  7. Use a CRM tool: Consider using a customer relationship management (CRM) tool to keep track of customer meetings, notes, and action items. This will help you stay organized and ensure that you’re providing the best service possible to your customers.
  8. Set goals and objectives: Set clear goals and objectives for each meeting, and track your progress over time. This will help you stay focused and ensure that you’re making progress towards your overall business goals.
  9. Be proactive: Anticipate any potential issues or challenges that may arise during the meeting, and be prepared to address them proactively. This will help you build trust and credibility with your customers.
  10. Be respectful of your customer’s time: Always be respectful of your customer’s time and schedule, and avoid unnecessary delays or cancellations. This will help you build a positive and productive relationship with your customers.

In Conclusion

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!

Srđan is a writer and nerd. Interested in how to make readable and fun content and plus all things internet.


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