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How To Manage Clients As A Freelancer: Client Management

Kyle Prinsloo

Founder, ClientManager

09 Oct 2023

Published On:

In this article, we will explore the key strategies and best practices to help you manage clients effectively.


I'll cover::

  • The importance of client management.

  • Effective methods for setting expectations.

  • Strategies for managing client feedback and revisions.

  • Tips for handling difficult clients.

  • The value of regular progress updates and check-ins.

  • Techniques for managing client expectations.

  • How to effectively negotiate contracts and pricing structures.

  • Key insights on building long-term client relationships.


Let's get into it!


Understanding The Importance of Client Management

client-management-freelance

Effective client management involves understanding and meeting client expectations, negotiating fair contracts and pricing, fostering long-term relationships, and building a positive reputation.


Get this right, and you not only enhance your professional standing but also create a more enjoyable and rewarding experience for both yourself and your clients.


Get this wrong, and you not only lose the client, but they spread the word and it affects your business.


Remember that client management is a continuous learning process.


Adapt to the ever-changing needs of your clients and stay updated on industry trends and best practices.


Setting Clear Expectations from the Start

set-expectations

When it comes to managing clients, one of the most important aspects is setting clear expectations from the very beginning.


By doing so, you can ensure that both you and your client are on the same page and avoid any potential misunderstandings or conflicts down the line.


Here are some effective methods for setting expectations:


Define Project Scope:

Before starting a project, clearly define the work scope.


Discuss with the client the specific tasks, project goals, objectives, and expected deliverables. This establishes a solid foundation and ensures everyone understands the requirements.


Clarify Timelines and Deadlines:

Set clear milestones to track progress and maintain accountability. Establish a timeframe in advance, avoid rushed work, and deliver high-quality results.


Availability and Response Time:

Establish and communicate boundaries with clients. Share your work schedule and expected communication times. Clarify response time for emails and other forms of contact to manage client expectations and prevent frustrations.


Revisions and Feedback Process:

Clarify the number of revision rounds included and how feedback should be given. This helps minimise back-and-forth, ensuring satisfaction for both parties.


Be Clear About Pricing & Payment Terms:

Clearly explain your pricing structure, payment terms, and any additional fees that may come up. This will prevent any surprises when it’s time to send the invoice so you actually get paid.


Effective Communication Strategies

communicate-effectively

We all know good communication is essential for successful client management as a freelancer.


While some may seem obvious, here are 3 effective communication strategies to consider:


Active Listening:

Be an active listener. Pay attention to their needs, concerns, and goals. By actively listening, you can better understand their expectations and provide tailored solutions.

Clear & Concise Language:

Use clear and concise language when communicating with clients. Avoid technical jargon or unnecessary complexity that might confuse or alienate them. Instead, aim for simplicity and clarity to ensure your message is easily understood.

Regular Check-Ins:

Regularly checking in with your clients is a great way to keep communication flowing smoothly.


Using The Best CRM Solutions to Manage Your Clients

best-crm-client-management

One powerful tool that can greatly streamline the client management process is a Customer Relationship Management (CRM) system.


With a large number of options available, choosing the best CRM for your freelance business can be overwhelming.


To help you out, let’s explore the features available in ClientManager that can enhance communication, boost productivity, and keep you organised.


ClientManager is designed specifically for freelancers and agencies.


One standout feature is the Proposal Builder, which allows you to create professional proposals effortlessly. You can draft your proposal, include e-signing functionality, and send a URL to your client for their signature.


The Contract Builder is another essential feature that enables easy creation and e-signing of contracts. No more back-and-forth email exchanges or printing and scanning documents.


Managing invoices becomes a breeze with ClientManager, whether you need one-time invoices or recurring billing.


The Calendar Dashboard provides a bird’s eye view of all your important events and tasks. It’s clean, organised, and easy to navigate.


Task management becomes a pleasure with ClientManager’s beautiful user interface.


You can effortlessly manage projects, assign tasks to team members, and track progress all in one place. The intuitive design ensures a smooth workflow and keeps everyone on the same page.


Collaboration is made simple by tagging, mentioning, and assigning features within tasks and client dashboards.


This allows for easy communication with team members, providing updates, and keeping everyone in the loop.


The Client Dashboard serves as your central hub for managing each client. It provides a comprehensive overview of all the information in one convenient location. From contact details to project history, everything is at your fingertips.


Onboarding clients has never been easier with ClientManager.


You can send a questionnaire to gather their information and streamline the process. No more lengthy email exchanges or chasing after missing details. It’s a hassle-free way to get started with new clients.


Tracking leads is essential for any freelancer or agency, and ClientManager makes it effortless. You can easily monitor and manage your lead pipeline directly from the dashboard.


Accurate time tracking is crucial for calculating costs and billing clients correctly. With ClientManageryou can add the duration for each task, ensuring an accurate record of the time spent on projects.


Managing Client Feedback and Revisions


When working with clients as a freelancer, managing their feedback and revisions is a crucial aspect of the project. It helps ensure that both parties are on the same page and that the final deliverable meets the client’s expectations.


Here are 2 tips to effectively handle client feedback and revisions:


Clarify Ambiguities:

Client feedback can often be unclear or contradictory.


In these cases, it’s important to get clarification. Reach out to your client for more details or schedule a call to discuss their requirements in depth.

Manage Scope Creep:

While it’s important to be responsive to client feedback, be mindful of scope creep. Scope creep refers to uncontrolled changes or additions to the project’s scope that can lead to delays or increased costs.


If client requests fall outside the agreed-upon scope, discuss them openly and address any potential impact on timelines or budget.

Handling Difficult Clients

difficult-clients

Managing clients as a freelancer can be both rewarding and challenging. While most clients are a pleasure to work with, there may be times when you encounter difficult clients who test your patience and professionalism.


Here are a few valuable tips on how to handle these challenging situations with grace and effectiveness.


Maintain Professionalism:

WHEN faced with a difficult client, it’s crucial to remain composed and professional. Keep your cool, avoid becoming defensive, and respond to their concerns respectfully.

Offer Solutions

Instead of dwelling on the problems, focus on finding solutions together with your client. Brainstorm ideas and propose alternatives that address their concerns while still aligning with your abilities and expertise.

Know When To Say No:

If the working relationship becomes unproductive or toxic, it may be necessary to decline certain requests or part ways with a difficult client. Remember to prioritise your mental well-being and professional reputation.

Seek External Support:

Don’t hesitate to seek advice or support from other freelancers, mentors, or professional networks if you’re struggling with a difficult client. Their insights and suggestions based on their own experiences can be invaluable.


Remember, each client is unique, so it’s essential to approach each situation with flexibility and adaptability. By implementing these strategies, you’ll be better equipped to navigate challenging client relationships and maintain a positive freelance experience.


How To Manage Multiple Clients As A Freelancer


Managing multiple clients as a freelancer can be challenging, but with the right strategies in place, it can be a rewarding and efficient experience.


In this section, I'll share some effective tips to help you navigate the world of multiple client management as a freelancer.

Prioritise & Schedule:

Create a system to prioritise your clients and their projects based on urgency and importance. Use a calendar or project management tool, such as ClientManager.io, to schedule tasks and allocate time for each client accordingly.

Communicate Effectively:

Regular and clear communication is key when managing multiple clients. Be proactive in providing updates, asking for feedback, and addressing any concerns. Use CRM tools like ClientManager.io to streamline communication.

Delegate When Necessary:

If you find yourself overwhelmed with work, consider delegating certain tasks to other freelancers or contractors. This can help you manage your workload more efficiently and ensure timely delivery for all clients.

Manage Your Time:

Time management is crucial when juggling multiple clients. Set aside dedicated blocks of time for each client’s work and avoid multitasking excessively. This allows you to focus on one client at a time and maintain quality in your work.

Stay Organised:

Keep all client-related documents, contracts, and communication in one place. Use cloud storage or project management tools to stay organised and easily access relevant information when needed.

Learn To Say No:

Know your limits. If you feel that taking on additional clients will compromise the quality of your work or your ability to meet deadlines, it’s okay to say no.


Managing Scope Creep and Project Timelines

manage-project-scope

Scope creep refers to the situation where the initial project scope expands gradually, often without a clear agreement or understanding between the freelancer and the client.


3 strategies to help you handle scope creep and maintain control over project timelines:

Change Request Process:

Establish a structured process for handling changes or additions to the project scope. Require your clients to submit change requests in writing, clearly outlining the requested changes, their impact on timelines and budget, and any adjustments needed.


This process ensures that all scope changes are properly evaluated and mutually agreed upon.

Revisit Timelines:

Regularly review and assess project timelines to ensure they remain realistic and achievable. If scope creep occurs, evaluate its impact on the overall project timeline and make necessary adjustments.


Communicate any changes in timelines with your client promptly to manage their expectations.


Educate Clients:

Some clients may not fully understand the implications of scope creep or its impact on project timelines and budgets. Take the time to educate your clients about these potential risks early on.


By helping them understand the importance of adhering to the agreed scope, you can foster a more collaborative and cooperative working relationship.


Conclusion


Managing clients as a freelancer is a critical aspect of running a successful business and reducing stress.


Building strong client relationships, setting clear expectations, managing feedback and revisions, handling difficult situations, providing regular updates, negotiating contracts, and fostering long-term relationships are essential skills for success.


Cheers to your client management success 🙂


Kyle & CM Team


PS - if you're still here, consider trying out ClientManager for free. It's the simple client onboarding and management tool for freelancers and agencies.

About Author

Hey, I’m Kyle Prinsloo. Founder of ClientManager, StartupStarship & FreelanceFam.

 

I enjoy business and helping people create a business around their desired lifestyle. 

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