{"id":192805,"date":"2020-05-07T07:00:20","date_gmt":"2020-05-07T11:00:20","guid":{"rendered":"https:\/\/www.virtualvocations.com\/blog\/?p=192805"},"modified":"2024-05-21T14:12:21","modified_gmt":"2024-05-21T18:12:21","slug":"tips-effectively-communicating-clients-remote-worker","status":"publish","type":"post","link":"https:\/\/www.virtualvocations.com\/blog\/remote-working-tips\/tips-effectively-communicating-clients-remote-worker\/","title":{"rendered":"13 Tips for Effectively Communicating with Clients as a Remote Worker"},"content":{"rendered":"\n

Updated May 2024<\/em><\/strong><\/p>\n\n\n\n

Remote workers face unique challenges in the remote world, especially when communicating with clients and building relationships. This is due to several factors. First, whether you\u2019re a telecommuter or a freelancer, chances are you work independently and are not required to check in with clients frequently. In addition, meeting in person may not be practical due to location or lack of meeting space. Other obstacles to communication can include things like phone charges, different time zones, and a lack of technical expertise.<\/p>\n\n\n\n

With the technology we have available today, there is no lack of ways to communicate. You can send written information via email, text, or instant messaging application. Using a telephone, cell phone, or your computer, you can speak to your clients. Or you can see and talk to your clients by video conferencing or even meeting in person. No matter which communication mediums you decide to employ, there are a set of practices that you should incorporate when communicating with clients. Below are 13 principles that will help you communicate effectively with clients and ensure your business success.<\/p>\n\n\n\n

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1. <\/strong>Set Expectations<\/strong><\/h2>\n\n\n\n

Every client will have their own communication preferences. This includes what type of information they want to receive, how often they receive it, and in what format they want to receive it. For example, some clients will prefer the phone, or email, or video calls. They may want a weekly report, daily update, and\/or notification when milestones are achieved. They may want expansive details or just an overview.<\/p>\n\n\n\n

Understanding what communication your client expects<\/a> from you is key to developing a positive client relationship. When you first start working with a client, capture this information. From this, you can develop a communication plan with clients that keeps them happy and satisfied.<\/p>\n\n\n\n

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2. <\/strong>Make a Plan<\/strong><\/h2>\n\n\n\n

Developing a communication plan<\/a> for your clients can be an invaluable tool to help you stay on track. Try creating a chart of your communications. Include how you will make contact as well as how often and what information you need to provide. Make sure to transfer this information to your calendar so you can set reminders and adhere to your plan.<\/p>\n\n\n\n

The information does not always have to be strictly about the business you have with the client. You can also use your creativity and identify information that’s useful or interesting such as related news articles or upcoming promotions. This proactive approach to communicating with clients will promote relationship building.<\/p>\n\n\n\n

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3. <\/strong>Embrace Active Listening<\/strong><\/h2>\n\n\n\n

Active listening embraces actual listening to what another person is saying rather than just hearing them speak. Most of the time when people are in a conversation, they are not really listening. They are just waiting to make their next comment. This leads to missing or misunderstanding key messages.<\/p>\n\n\n\n

Instead of thinking about what you want to say next, focus on what the client is saying<\/a>. Take notes in order to improve your concentration and listening skills. Then, once the client has finished speaking, review what they have said to make sure you have accurately understood their message.<\/p>\n\n\n\n

You can practice active listening even if you are communicating with clients via email or messaging apps. Make sure you fully read and understand the entire message. When responding, begin with a short summary of what they wrote to ensure accuracy.<\/p>\n\n\n\n

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4. <\/strong>Avoid Over-Familiarity<\/strong><\/h2>\n\n\n\n

With the proliferation of informal methods of communicating with clients such as texting or messaging apps, the tendency is to loosen the rules of business formality. A certain amount of informality may be necessary and even positive when developing relationships. However, communication can become too casual and come across as disrespectful. Remember that this is a business relationship and a minimum level of professionalism is almost always required.<\/p>\n\n\n\n

How do you do this? Identify a strategy for maintaining professionalism in each communication channel. For example, when video-calling, always wear business casual clothing and sit in your home office. It\u2019s best not to call from the beach in swimwear. When emailing, always include a professional greeting and signature. Don\u2019t just launch into the body of the message. When texting or messaging, capitalize and use complete sentences. No abbreviations, OMG!<\/p>\n\n\n\n

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5. <\/strong>Stay Positive!<\/strong><\/h2>\n\n\n\n

There is nothing more off-putting than a Nervous Nellie or a Danny Downer. When communicating with clients, be positive, optimistic, and upbeat at all times. Clients have their own problems and they don\u2019t want to hear that the job you are supposed to do is a problem, too. This is not to say that you won\u2019t encounter problems when doing your work, or that you shouldn\u2019t report them. You will, and you should. However, it\u2019s all in how you frame it. Below are three easy ways to ensure positive communications:<\/p>\n\n\n