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How can you effectively communicate with clients about project deadlines?

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As a marketing researcher, you know how important it is to deliver high-quality results on time and within budget. But sometimes, unexpected challenges, changes, or delays can affect your project deadlines. How can you effectively communicate with clients about project deadlines and avoid misunderstandings, frustration, or dissatisfaction? Here are some tips to help you manage your client expectations and keep them informed throughout the project lifecycle.

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Priscilla Benkowski

1 Set realistic and clear deadlines

Before you start working on a project, make sure you and your client agree on the scope, objectives, and deliverables of the research. Based on your experience, expertise, and available resources, estimate how long each task will take and add some contingency time for possible issues. Then, communicate your proposed deadlines to your client and explain the rationale behind them. Ask for their feedback and approval and document the agreed deadlines in a written contract or proposal.

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Marcelo Calzabara

Autor del libro: Manifiesto ?Somos personas! Relaciones para el bienestar ? Comunicador ? Escritor ? Columnista de radio ?
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Un proyecto requiere de un plan acordado con el cliente. Entre los puntos a tener en consideración, a priori, es una "estimación" de los plazos en los que se ejecutará cada etapa, ya que esos plazos dependerán de otros factores que no siempre están bajo el control de ambas partes, como por ejemplo, cuando intervienen proveedores externos. Por eso es fundamental el acuerdo, antes de iniciar el proyecto.

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2 Update your client regularly

Once the project is underway, don't leave your client in the dark. Keep them updated on your progress, achievements, and challenges. Use a project management tool, a dashboard, or a report to share relevant data and insights. If you encounter any problems or risks that might affect your deadlines, inform your client as soon as possible and propose solutions or alternatives. Be honest, transparent, and proactive in your communication and avoid surprises or excuses.

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Priscilla Benkowski
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Your version of excellence may not be that of the clients. Check in and ask them if you are delivering results exactly the way the client expects. It is an opportunity to reset explanations and still deliver remarkable service if you communicate with the client. Remember their perspective is more important than your own.

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Marcelo Calzabara

Autor del libro: Manifiesto ?Somos personas! Relaciones para el bienestar ? Comunicador ? Escritor ? Columnista de radio ?
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Un factor preponderante es el seguimiento del plan. Esto nos va a permitir ver si hay desvíos y poder corregir a tiempo. En simultáneo, hay que mantener un diálogo fluido con el cliente para informar el estado de situación y que nos podamos retroalimentar. En síntesis, trabajar en equipo con el cliente nos ayudará a sortear obstáculos y evitar demoras innecesarias.

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3 Negotiate changes or extensions

Sometimes, your client might request changes or additions to the project scope, objectives, or deliverables. While you should be flexible and accommodating to their needs, you should also consider the impact of these changes on your deadlines. If the changes are minor or reasonable, you might be able to adjust your schedule and resources without compromising the quality of your research. If the changes are significant or unrealistic, you might need to negotiate new deadlines or additional fees with your client. In either case, make sure you communicate the implications of the changes clearly and get their consent and confirmation in writing.

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Marcelo Calzabara

Autor del libro: Manifiesto ?Somos personas! Relaciones para el bienestar ? Comunicador ? Escritor ? Columnista de radio ?
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Tener previsto de antemano que puede surgir algún imponderable, de cualquiera de las partes, es importante para no encontrarnos "desubicados" si eso ocurriera y para activar ese margen de flexibilidad para readaptar el plan, con la única condición de que sea acordado.

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4 Deliver on your promises

The best way to communicate with clients about project deadlines is to meet them. Deliver your research results on time and according to the agreed specifications. If you can, exceed their expectations by providing extra value, insights, or recommendations. Show your professionalism, reliability, and expertise and thank your client for their trust and collaboration. Ask for their feedback and satisfaction and follow up with them to ensure they are happy with your work.

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5 Learn from your experience

After each project, take some time to reflect on your performance and learn from your experience. Evaluate how well you planned, executed, and communicated your project deadlines. Identify what went well and what could be improved. Seek feedback from your client, your team, and your stakeholders. Apply the lessons learned to your future projects and strive to improve your communication skills and processes.

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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 effectively communicate with clients about project deadlines?

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3

4

5

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1 Set realistic and clear deadlines

2 Update your client regularly

3 Negotiate changes or extensions

4 Deliver on your promises

5 Learn from your experience

6 Here’s what else to consider

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