As a practice manager, you want to provide excellent service to your clients, but you also need to balance your own workload and availability. How can you make sure clients know when you are available, and how can you manage their expectations and feedback? In this article, we will share some tips and tools that can help you communicate effectively and efficiently with your clients.
One of the first steps to ensure clients know when you are available is to set clear boundaries and expectations from the start. This means defining your working hours, response time, preferred communication channels, and scope of work. You can include this information in your contract, proposal, or welcome package, and remind your clients of it whenever necessary. By setting boundaries and expectations, you can avoid confusion, frustration, and scope creep, and also protect your own time and energy.
I am willing to work any hours with the exception of 1am-5am.. I can be reached via email at [email protected] or phone at 904-894-4293.
Include your availability and response time information in your email signature. This way even if clients reach out to you via email directly, they will be reminded of your response time and availability. In addition, one can update the WA status mentioning availability within a specific time frame.
Another way to make sure clients know when you are available is to use a scheduling tool that allows them to book appointments with you. A scheduling tool can save you time and hassle by eliminating the back-and-forth emails and phone calls to find a suitable time slot. You can also customize your availability, set reminders, and sync your calendar with other platforms. Some examples of scheduling tools are Calendly, Acuity, and Doodle.
Sometimes, your availability may change due to unforeseen circumstances, such as emergencies, holidays, or personal matters. In these cases, you should update your status and availability as soon as possible, and inform your clients of any delays or rescheduling. You can use tools like Slack, Asana, or Trello to update your status and availability, and also to track your progress and feedback on projects. By keeping your clients in the loop, you can maintain trust and transparency, and avoid misunderstandings or missed deadlines.
Automatic replies is essential when real-time response will be out of reach for clients inquiring. This can provide a sense of communication even when not available to interact at the moment. Including an estimated time of availability or even another resource if any, to contact is also helpful in the meanwhile.
Another tip to make sure clients know when you are available is to automate your communication. This means using tools or templates to send automated messages or emails to your clients, such as confirmation, reminder, follow-up, or thank-you messages. Automating your communication can help you save time, improve consistency, and enhance your professionalism. You can use tools like Zapier, Mailchimp, or Hubspot to automate your communication, and also to segment and personalize your messages based on your client's needs and preferences.
Finally, one of the best ways to make sure clients know when you are available is to ask for feedback and reviews. Feedback and reviews can help you improve your service, identify your strengths and weaknesses, and showcase your value and credibility. You can ask for feedback and reviews at the end of each project, or at regular intervals, depending on your relationship and contract with your client. You can use tools like SurveyMonkey, Typeform, or Google Forms to create and send feedback and review forms, and also to analyze and act on the results.
voicemail: Please leave me a time that is best to get back in touch with you also a date that your event will be taking place, I will be getting back in touch with you as soon as possible thank you for calling.