Can’t Keep Up with Client Projects?

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Can’t Keep Up with Client Projects?

Can’t Keep Up with Client Projects?

How do you manage your client projects?

Does it look like…

  • Dozens and dozens of open client tabs on your laptop?

  • A stack of invoices on your desk?

  • A hundred Post-It Notes in a precarious tower next to your phone?

  • A clock chiming midnight and you’re still working?

In short, are the expectations of your employees, installers, suppliers, and customers scattered across several whiteboards in your office?

Good news, you’re not alone.

So many of the contractors we work with once managed their entire project flow with manila folders, Google Drive docs, Post-It Notes, and other relics from a bygone era. 

Obviously, these antiquated practices, while tried and true, just no longer work in today’s day and age. 

It hurts a business’ ability to:

  • work remotely 

  • effectively pivot from job to job

  • keep clients and staff in the loop with project updates

  • and, most of all, the ability to grow and scale 

Is all hope lost and are you doomed to fall forever through the pit of quicksand client demands?

A higher quality project management tool and strategies are all within you, and everyone’s grasp, even if you love to print out web pages. 

Take A Deep Breath

You’re in charge of client projects - not the world. It’s ok to take a breath here and there and break up the monotony. Going for even just a quick 10-15-minute walk can do wonders for your mental and physical health. It’s easier to move on to the next client when you don’t feel you’re treading water. 

Communication Is Key

If you’re running late on a deadline, tell them ahead of time. If you know already a week down the line that you may not make it, tell the client. Client’s rather hear, we may be late, and then you aren’t versus it can be done, and then it isn’t. 

Remember, your clients are human too, and they understand that sometimes things take a little longer. 

Nurture Relationships

A good rule of thumb is, if you haven’t heard from a client in a while, reach out to them. Even if it’s just to say hi and ask how they are doing. Even asking how they're doing while you’re in the midst of a project for them can nurture and grow the relationship. 

Don’t forget, clients stay where they feel appreciated. And you’ll feel better about clients when you build a rapport with them.

Active Listening 

Sometimes we get frustrated. Sometimes our clients get frustrated. When a client is ranting, listen, take notes, and ask questions later. 

Are they sharing a quick tidbit from the weekend? Don’t interrupt them to jump straight into the job. 

Are they explaining their vision for the project? Take notes and repeat back in your own words to ensure you understand their vision. Sometimes, just making sure you understand the project fully can keep you from having to reach out multiple times or having to do the job twice or three times to get it right. 

Don’t Over Commit

Don’t have the staff or bandwidth to get that job done ASAP? Know you can’t deliver by a certain day? Say no. It’s ok to say no. Explain, if you can, why the answer is no and then go about your day. 

Invest In A CRM

Manage projects, communicate with staff and clients, prepare reports, create events, email and SMS blasts, book meetings, and more. 

It’s easier to run a business when you don’t have to go through several pieces of software continuously throughout the day. 

Need more help? Schedule a one-on-one call with Pete Romano and see how you can be better prepared to manage client expectations. 

Click here:

Happy Segworking!



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