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Five-Step Guide: Managing Your Client Communication

Maia Creed
By Maia Creed
on August 9, 2017

how to manage client communication infographic

Here are five steps to effectively managing your client communication, using a cloud-based communication solution.

Why is client communication important?

Communication is defined as being ‘the imparting or exchanging of information by speaking, writing or using some other form of medium OR the means of sending and receiving information, such as telephone lines or computers’, according to Oxford Dictionaries.

Clients want to have a pleasant experience when exchanging money for your goods or services - that much is obvious. And if you want them to continue coming back to your business, you should be willing to make the client your priority. This can be achieved through effective communication. Not only will you develop lasting business relationships with existing clients, you can further grow your business through attracting new clients, too.


Learn about the impact of communication on your business growth with Clinked’s new e-book ‘How To Grow Your Business With Client Communication’



Why should I consider cloud-based communications?

Moving to the Cloud has some clear benefits over the on-premises alternative - with more efficient collaboration (even across geographical borders), instant access to important information, fuss-free IT maintenance (managed by your third-party vendor) and reduced costs being just a few.

When communication makes up a large part of your day-to-day work, it can consume your time and effort, distracting you from your core deliverable service. Utilising the Cloud can help you to get your communication under control and will help you to focus on where you can add the most value elsewhere - and ultimately help to grow your business.


Step 1 - Set your communication objectives

Do you want to increase security for your clients? Or improve response rate and timeliness? Perhaps you're looking to build stronger business relationships and increase client loyalty? It's important to identify the goals that you'd like to achieve with a communications solution. This will help you to prioritise your choices for potential software, as each solution you look at will offer different features and benefits.


Step 2 - Choose the right solution

Cloud-based client communication software is great for on-the-go access to conversations and documents. Compare features, pricing and support options, and sign up for free trials or request demos from your shortlisted solutions. For instance, Clinked has a handy FAQs sheet for businesses searching for the right software. 

Branded software will allow you to customise your groups and projects before inviting clients to join conversations, whilst increasing trust and loyalty. Customisation options can include uploading your own logo, using background colours and terminology that match your branding, branding your login page, implementing a custom URL and mobile application.


Step 3 - Share content and conversations

You can get started with effective communication management by uploading and sharing information into your branded client groups, requesting feedback and approvals from within your solution. You can also enable notifications to ensure that clients are always in the loop. Update everyone on project progress, set deadlines to follow and use file versioning to provide your clients with the latest document revisions. 


Step 4 - Monitor the effectiveness

Track user activity with an audit trail. How regularly are your clients accessing their documents and conversations? Are they engaged with your business? Two-factor authentication, complex passwords and user-based permissions can also provide your clients with extra security that e-mail alone can’t offer your communications.

Provide your clients with the reassurance that their communication and information will be safely stored (but instantly accessible to those with specified permissions) within your communication solution, no matter their geographical location. Building trust with your clients can increase adoption rate and retention.


Step 5 - Scale up when necessary

Subscription-based software is a cost-effective and time saving alternative to on-premises when it comes to managing new members, especially as your client base grows. With a third-party vendor hosting your solution, you won't need to worry about keeping on top of installation, hiring specialist IT personnel or software updates and maintenance; you can easily scale up and down, according to your requirements.


So, if you’re interested in discovering more features of a Clinked communication portal, you can have a look around our website; and if you think Clinked could be the right portal for your small business, sign up for a free 10-day trial and get set up in minutes.

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