How can you clearly communicate clerical tasks to clients?

1 Define the scope and expectations

Before you start any clerical task for a client, make sure you have a clear understanding of what they want, what they need, and what they expect from you. This will help you avoid confusion, errors, or delays later on. You can use a simple checklist, a contract, or a proposal to define the scope and expectations of the task, and confirm them with your client. You should also communicate how long the task will take, how much it will cost, and how you will deliver the results.

2 Update the progress and status

Once you have agreed on the scope and expectations of the task, you should keep your client informed of the progress and status of the task regularly. You can use email, phone, or online tools to send updates, reports, or feedback. You should also notify your client of any changes, challenges, or issues that may affect the task, and how you are resolving them. This will show your client that you are on top of the task, and that you care about their needs and concerns.

3 Ask for clarification and feedback

Sometimes, you may encounter situations where you are not sure what your client wants, or how they want it done. In these cases, you should not hesitate to ask for clarification and feedback from your client. You can use open-ended questions, examples, or scenarios to elicit more information, or to confirm your understanding. You should also invite your client to share their opinions, suggestions, or preferences on the task, and listen to them attentively. This will help you avoid misunderstandings, mistakes, or dissatisfaction later on.

4 Use clear and polite language

The way you communicate with your client can affect how they perceive you and your work. You should use clear and polite language that is appropriate for the task, the client, and the context. You should avoid jargon, slang, or abbreviations that your client may not understand, and explain any technical terms or acronyms that you use. You should also use positive and courteous words, such as please, thank you, or appreciate, and avoid negative or rude words, such as no, can't, or won't. You should also proofread your messages for spelling, grammar, or punctuation errors before sending them.

5 Follow up and follow through

After you have completed the task, you should not forget to follow up and follow through with your client. You should send a confirmation message that summarizes what you have done, how you have done it, and what the outcomes are. You should also provide any relevant documents, files, or links that your client may need to access or review. You should also ask your client if they are satisfied with the task, if they have any questions, or if they need any further assistance. You should also thank your client for their trust and cooperation, and express your interest in working with them again.

By following these tips, you can communicate clerical tasks to clients in a way that is clear, effective, and respectful. This will help you build a strong relationship with your clients, and enhance your reputation as an office administrator.

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?