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You have to communicate deadlines to clients. How do you make sure they understand?

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As a motivational speaker, you have to deliver your message with clarity, impact, and inspiration. But sometimes, you also have to communicate deadlines to clients, whether they are event organizers, sponsors, or participants. How do you make sure they understand the importance and urgency of your deadlines without compromising your rapport and credibility? Here are some tips to help you.

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Edi Loiola

Conselheira

1 Be specific and realistic

When you set a deadline for a client, make sure you are clear and precise about what you need, when you need it, and why you need it. Avoid vague or ambiguous terms like "as soon as possible" or "by the end of the week". Instead, use concrete dates and times, such as "by 5 pm on Monday" or "by October 15th". Also, make sure your deadline is realistic and achievable, based on the scope and complexity of the task. Don't set a deadline that is too tight or too lenient, as this can undermine your professionalism and trustworthiness.

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Stephan Meyer, PhD

?Doctor Change? | Making Business Transformation Simple & Sustainable | Leadership Coach & Global Keynote Speaker
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Ahoy, mateys! ???? When ye be tellin' yer clients 'bout deadlines, make sure ye speak plain and true. No need for fancy words or cryptic messages! Be as clear as the North Star on a clear night, givin' 'em exact dates and times like treasures on a map. And mind ye, be realistic! Don't be promisin' gold doubloons by sundown if ye know it'll take the whole crew to hoist the sails! Keep it real, keep it clear, and ye'll be sailin' smooth waters with yer clients, savvy? ??

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2 Explain the consequences

Another way to communicate the importance and urgency of your deadlines is to explain the consequences of meeting or missing them. For example, you can tell your client how meeting the deadline will benefit them, such as saving them money, time, or hassle, or how it will enhance the quality and effectiveness of your presentation. On the other hand, you can also tell your client how missing the deadline will affect them negatively, such as causing them extra fees, delays, or problems, or how it will compromise the outcome and impact of your presentation. By highlighting the consequences, you can motivate your client to take action and avoid procrastination.

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Edi Loiola

Conselheira
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When setting a deadline for a client, clarity and precision are key to professionalism and reliability. Avoid vague terms like "as soon as possible" and instead opt for specific dates and times to ensure mutual understanding and achievable expectations.

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Stephan Meyer, PhD

?Doctor Change? | Making Business Transformation Simple & Sustainable | Leadership Coach & Global Keynote Speaker
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Ahoy, me hearties! ???? If ye want to make sure yer clients understand the importance of them deadlines, ye gotta paint 'em a picture of the treasure awaiting at the end of the voyage! Tell 'em the riches they'll find if they stick to the course, like savin' gold or avoidin' a storm. But beware! Ye must also warn 'em of the Kraken lurking below if they stray off course, like extra fees or delays in the plunder. By showin' 'em the bounty and the perils, ye'll light a fire under their sea legs and get 'em sailin' straight and true! ??

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3 Confirm and follow up

After you communicate your deadline to your client, make sure you confirm and follow up with them regularly. You can ask them to repeat or summarize the deadline and the expectations, or you can send them a written confirmation by email or text. This way, you can ensure that there is no misunderstanding or confusion, and that you are on the same page. You can also follow up with your client periodically, depending on the length and urgency of the deadline. You can check their progress, offer your assistance, remind them of the deadline, and acknowledge their efforts. This way, you can show your interest, support, and accountability, and build a positive and collaborative relationship with your client.

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Stephan Meyer, PhD

?Doctor Change? | Making Business Transformation Simple & Sustainable | Leadership Coach & Global Keynote Speaker
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Avast, matey! ???? Once ye've delivered the message about yer deadline, it be crucial to hoist the sails and keep yer eyes on the horizon! Confirm with yer client to make sure they've got the map and know the way to the treasure. Send 'em a message in a bottle—err, I mean an email or text—to make sure they got the message loud and clear. And don't be a landlubber! Keep a weather eye on the horizon and check in with 'em now and then to see how they be faring on their journey. Offer 'em a hand if they be struggling, and give 'em a cheer when they be making progress. With a bit of follow-up and encouragement, ye'll be sailing smoothly to victory! ???

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4 Be flexible and empathetic

Finally, while communicating your deadlines to your clients, you should also be flexible and empathetic. Sometimes, unforeseen circumstances or challenges may arise that prevent your client from meeting the deadline. Instead of being rigid or demanding, you should be willing to listen to their reasons, understand their situation, and offer your solutions. You can negotiate a new deadline, adjust the scope or requirements of the task, or provide additional resources or guidance. By being flexible and empathetic, you can demonstrate your respect, compassion, and adaptability, and maintain your reputation and rapport with your client.

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Edi Loiola

Conselheira
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Flexibility and empathy are crucial when communicating deadlines to clients, fostering understanding and trust. Being open to negotiation and accommodating unforeseen challenges showcases professionalism and strengthens client relationships.

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5 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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Bénédicte LAUNOIS

EMEA Go-To-Market Leader | Driving Revenue Growth & Market Expansion | Executive Coach
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Make sure it does align with what your clients are caring about. What are their ambitions and goals? How does this deadline align with this objective? Ensure you speak their language every step of the way. This will make the deadline feels like their own deadline.

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You have to communicate deadlines to clients. How do you make sure they understand?

1

2

3

4

5

1 Be specific and realistic

2 Explain the consequences

3 Confirm and follow up

4 Be flexible and empathetic

5 Here’s what else to consider

Motivational Speaking

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You have to communicate deadlines to clients. How do you make sure they understand?

1

2

3

4

5

1 Be specific and realistic

2 Explain the consequences

3 Confirm and follow up

4 Be flexible and empathetic

5 Here’s what else to consider

Motivational Speaking

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