As a contract manager, you know how important it is to keep your clients informed and satisfied with the progress of your projects. But how do you communicate project status updates effectively, without overwhelming or confusing them? Here are some tips to help you deliver clear, concise, and consistent updates that build trust and rapport with your clients.
Depending on the scope, complexity, and duration of your project, you may need to update your clients daily, weekly, monthly, or at key milestones. Choose a frequency that suits your client's expectations and preferences, and stick to it. Also, consider the format of your updates: do you use email, phone, video call, or online dashboard? Each format has its advantages and disadvantages, so pick one that works best for your project and your client. For example, email is convenient and easy to document, but it may not convey tone or urgency well. Video call is more personal and interactive, but it may require more preparation and scheduling.
Mon expérience confirme que la communication vers les clients du suivi d'avancement d'un projet s'effectue le mieux par un envoi synthétique de là où nous en sommes selon les corps d'activité du projet, puis doit suivre une réunion en live de court format pour répondre aux questions du client, rassurer et anticiper les aléas de la séquence suivante. Sans le live, le client peut faire des interprétations et monter dans les tours en inquiétude pour rien.
Effective communication of project updates to clients involves regular, clear, and concise reports with visual aids like charts and graphs. Utilize interactive dashboards for real-time tracking and tailor updates to client preferences. Address concerns proactively, offer solutions, and encourage two-way communication. Document all communication and schedule follow-up meetings to foster strong client relationships and ensure project success.
Your clients are interested in the results and value of your project, not the details and processes. Therefore, when you communicate project status updates, focus on the outcomes and benefits of your project, rather than the tasks and activities. For example, instead of saying "We completed the testing phase and fixed 10 bugs", say "We ensured the quality and functionality of the product and improved its performance and usability". This way, you highlight the benefits of your work and how it aligns with your client's goals and needs.
Avoid using jargon, acronyms, or technical terms that your client may not understand or appreciate. Use clear and simple language that conveys your message effectively and avoids confusion or misunderstanding. For example, instead of saying "We implemented the CRF and updated the SOW", say "We made the changes you requested and revised the scope of work accordingly". This way, you show respect and consideration for your client's time and knowledge.
Dans le monde des travaux les acronymes sont normalement identifiés par tous et donc compréhensibles, mais je suis convaincue que si nous nous adressons à des clients hors DET, il faut impérativement simplifier le discours, se mettre à la portée des non sachant et leur faire comprendre où nous en sommes, c'est à nous professionnels de nous adapter pour les amener vers plus de compréhension et de simplification dans la communication.
Your clients want to see proof that your project is on track, on budget, and on quality. Therefore, when you communicate project status updates, provide evidence and feedback that supports your claims and demonstrates your achievements. For example, you can use charts, graphs, screenshots, testimonials, or metrics to show the progress and impact of your project. You can also ask for feedback from your client and address any questions or concerns they may have. This way, you build credibility and confidence with your client and foster a collaborative and transparent relationship.
No project is without risks and issues, and your clients expect you to handle them professionally and proactively. Therefore, when you communicate project status updates, anticipate and manage any potential or actual risks and issues that may affect your project. For example, you can identify the sources and impacts of the risks and issues, explain how you are mitigating or resolving them, and inform your client of any changes or implications for your project. This way, you show your client that you are in control and prepared for any challenges that may arise.
Your clients are not only your business partners, but also your allies and supporters. Therefore, when you communicate project status updates, express appreciation and enthusiasm for your client and your project. For example, you can thank your client for their trust and collaboration, acknowledge their contributions and feedback, and share your excitement and satisfaction with the project. This way, you strengthen your bond and rapport with your client and make them feel valued and engaged.