How do you collaborate with clients using project management tools?

1 Benefits of project management tools

Project management tools are software applications that help you plan, organize, and manage your projects, reducing the risk of miscommunication, confusion, and delays. These tools enable collaboration with clients by creating a shared space for documents, tasks, feedback, and updates. They also automate reminders, notifications, and reports; visualize project timelines, milestones, and dependencies; enable real-time communication and collaboration; and integrate with other tools and platforms used by you and your clients. Ultimately, these tools can increase your transparency, accountability, and professionalism.

2 How to choose the right project management tool

When choosing a project management tool, it's essential to consider multiple factors, such as your project scope, size, and complexity; your client's expectations and requirements; your team's skills, roles, and availability; your budget, time, and resources; and your preferred features, functions, and interface. Additionally, it's important to consult with your client to ensure they are comfortable with the tool or willing to learn how to use it. To avoid confusion and frustration, try not to use too many tools or switch tools mid-project.

3 How to set up your project management tool

Once you have chosen a project management tool, you need to set it up properly for your project. This includes creating a project name, description, and goal; inviting the client and team members to join; assigning roles and permissions; defining project phases, deliverables, and deadlines; breaking down the project into tasks and subtasks; assigning tasks to responsible members and setting priorities; adding dependencies, constraints, and risks to tasks; creating a project calendar and schedule; attaching relevant files, notes, and links to tasks; and setting up communication and notification preferences. It is important to review your project settings for consistency and clarity, as well as testing the project management tool to ensure it works as expected.

4 How to communicate with your client using project management tool

Communication is essential for any successful collaboration, and your project management tool can help you communicate with your client regularly and effectively. You should update them on the project status and progress, ask for feedback and approval on your deliverables, respond to their questions, comments, and requests, notify them of any changes, issues, or risks, acknowledge their concerns and expectations, and express your appreciation and gratitude for their cooperation. Additionally, it's important to use the appropriate communication channels and formats for your project. For instance, you can use chat, email, video call, or phone call depending on the urgency of the message. You can also use text, images, audio, video or code blocks depending on the type and purpose of the message.

5 How to manage your project using project management tool

Managing your project using a project management tool requires you to monitor and control your project performance and quality. This includes tracking tasks and milestones, reviewing the timeline and budget, resolving any issues or conflicts, managing any changes or variations, evaluating outcomes and results, and documenting learnings and best practices. Additionally, you can use the reporting and analytics features to measure and improve your project efficiency and effectiveness. Generate reports on progress, performance, and feedback to share with your client and team for maximum success.

6 How to improve your collaboration with clients using project management tool

Collaborating with clients using a project management tool can help you achieve your project goals and satisfy your client's needs. To improve your collaboration, it is important to ask for and implement their feedback and suggestions, solicit and provide constructive criticism and praise, encourage and support your client and team members, be flexible and adaptable to their preferences and requests, be respectful and courteous to them, as well as celebrate your project successes. Doing so will build trust, rapport, and loyalty with your clients while enhancing your reputation, credibility, and value as a professional.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?