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How can you balance multiple clients and deadlines?

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Balancing multiple clients and deadlines is a common challenge for business service providers. Whether you are a freelancer, a consultant, or a small business owner, you need to manage your time, your communication, and your expectations effectively. In this article, we will share some tips and tools that can help you achieve this goal and deliver quality work to your clients.

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1 Prioritize your tasks

The first step to balance multiple clients and deadlines is to prioritize your tasks according to their urgency and importance. You can use a simple matrix to classify your tasks into four categories: do first, schedule, delegate, or eliminate. This will help you focus on the most critical and valuable tasks and avoid wasting time on low-priority or unnecessary ones. You can also use a calendar or a project management tool to plan your tasks and track your progress.

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Jenna St John

Lead Editor @ Grizzle.io
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We use a CRM to manage multiple clients and I'd say it's a must-have if you have multiple projects. Within any day, I have a number of tasks that I then need to prioritize. The way we schedule tasks, no one is waiting on something the same day, so there's flexibility. I will say that I don't do things the same way every single day. And that's ok. I do try to tackle anything urgent first. Then it's a matter of tackling what I have brainpower for at the moment. If you know you're an afternoon-flagger, tackle your more intense tasks first. Sometimes it's just nice to tick off your small tasks first and leave the tasks that may take longer for last. I think it's important to account for your own energy when prioritizing too.

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2 Communicate clearly and frequently

The second step to balance multiple clients and deadlines is to communicate clearly and frequently with your clients. You need to set realistic expectations, inform them of your availability, update them on your status, and ask for feedback. You also need to listen to their needs, concerns, and preferences and adjust your work accordingly. Communication is key to building trust, rapport, and satisfaction with your clients and avoiding misunderstandings, conflicts, and scope creep.

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Jenna St John

Lead Editor @ Grizzle.io
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This is hugely important. Overcommunicating works well for us and helps others see our thought process. "Pushing back" on things can be uncomfortable, but if you do it sensitively and with a collaborative mindset, it can only help solve the problem. Being seen by your client is also important in this async day and age. I love async, but getting on video calls and meeting in person helps clients see you're a human on the other side of that screen.

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3 Use tools and templates

The third step to balance multiple clients and deadlines is to use tools and templates that can streamline your work and save you time. You can use online platforms, apps, or software that can help you with invoicing, accounting, contracts, proposals, reports, or presentations. You can also create templates or scripts for common tasks, such as emails, calls, or meetings, that you can customize for each client. Tools and templates can help you automate, standardize, and optimize your work processes and reduce errors and duplication.

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Jenna St John

Lead Editor @ Grizzle.io
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We work a lot with templates. We also create tasks for everything. "If it doesn't exist in ClickUp, it didn't happen." Within each of these tasks is a standard operating procedure and/or checklist. It saves a lot of time.

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4 Delegate or outsource

The fourth step to balance multiple clients and deadlines is to delegate or outsource some of your tasks to other professionals or experts. You can hire freelancers, contractors, or agencies that can handle some aspects of your work, such as design, marketing, or research. This can help you free up some time, focus on your core competencies, and leverage the skills and experience of others. However, you need to ensure that you choose reliable and quality partners, provide clear instructions and feedback, and monitor their work.

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5 Set boundaries and take breaks

The fifth step to balance multiple clients and deadlines is to set boundaries and take breaks. You need to respect your own limits, say no to unreasonable requests, and avoid overcommitting or undercharging. You also need to take care of your health and well-being, by scheduling some downtime, relaxing, exercising, or pursuing your hobbies. Setting boundaries and taking breaks can help you prevent burnout, stress, and fatigue and maintain your productivity, creativity, and motivation.

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6 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?

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How can you balance multiple clients and deadlines?

1

2

3

4

5

6

1 Prioritize your tasks

2 Communicate clearly and frequently

3 Use tools and templates

4 Delegate or outsource

5 Set boundaries and take breaks

6 Here’s what else to consider

Business Services

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How can you balance multiple clients and deadlines?

1

2

3

4

5

6

1 Prioritize your tasks

2 Communicate clearly and frequently

3 Use tools and templates

4 Delegate or outsource

5 Set boundaries and take breaks

6 Here’s what else to consider

Business Services

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