5 Tips for Effective Client Communication

In the marketing industry, understanding how to deliver desired results for your clients is crucial to a successful business relationship, but a study shows that 46 percent of employees regularly leave meetings not understanding the next steps. Below are a few helpful communication tips that will ensure that both parties always leave a conversation knowing how to proceed, making discussions with clients more productive and effective.

Ask the right questions

In any communication setting, the person asking the questions is the one that steers the direction of the conversation and ultimately has control. The trick here is making sure that you are asking the questions that give you a better understanding of what your clients are feeling and what they want. Questions that prompt yes or no answers will not further a conversation, but rather put the client in a corner where they cannot fully explain what they are feeling. Deploy ‘what’, ‘why’ and ‘how’ questions that require a more elaborate response than a simple ‘yes’ or ‘no’. For example, “how can we improve the illustration?” will get you much further than “do you like the illustration?”, because it requires a more detailed explanation of why the client satisfied or unsatisfied. Knowing how to frame your questions will also help resolve any problems or conflicts between you and your client. You can gain a better understanding of how your client feels about the work and how you can improve and grow in the future. Here are some other great ways to stage questions that will help you get to the root of a problem: https://wavelength.asana.com/develop-effective-communication/

Set the tone from the start

Make sure your style of communication is professional, yet personable. You want to show your client that accomplishing their goals is paramount, while simultaneously establishing an air of trust among both parties. Additionally, don’t be afraid to use informal conversation as a way to build the relationship. Make it known that the relationship is conducive to constructive criticism and feedback and that both parties are free to openly share their thoughts, ideas and opinions. Setting this tone will make collaboration easy and will keep the clients happy.

Be empathetic

 Show your client that you understand their concerns and recognize that they are human. If a client is upset about something, or seems like they are having a bad day and are taking it out on your work, refer to tip number one and start asking questions tailored to their concerns. Make it known that you are here to listen to their concerns and that you want to help them solve problems. You can also use “it seems” phrases to show the client what you’re understanding from their communication. By doing this, you are relaying your understanding of their problem, while also allowing the client to hear the tone that they are emitting. For example, if a client gets upset and says, “I cannot quite work out this illustration” and provides no other feedback, you can say “it seems like you want changes to be made to the illustration. How can we change the design to better suit your goals?”.

Do your homework

Preliminary research is not only useful for current clients, but also potential clients that you may be trying to court. Go into a weekly client meeting with new, potentially useful resources and a knowledge base of what your client has wanted in the past. Following the same idea, step into a potential client presentation with solid knowledge of their business and a strong idea of what their past work looks like. Be as prepared as possible. This shows the client that you truly care about their goals and are ready to help accomplish these. As a higher education marketing company, our public relations team leverages professors within our client’s degree programs in order to land media opportunities. We interview the professors before doing outreach on their behalf in order to get a better understanding of their passions and expertise, but before the interviews, we research the professor and tailor our interview questions to their individual work and interests. This establishes a rapport with them from the start, and they appreciate that we do not waste their time by going into the interview blind. Doing your homework upfront is a time-saver for everyone involved and shows the client that they are important to you.

Don’t be afraid to pick up the phone

In the digital age, much of the communication that occurs in a business setting happens via email or through some other digital medium. While this is convenient and generally effective, studies show that face-to-face communication is much more productive in terms of accomplishing one’s goals. While face-to-face communication with clients is not always possible in a digital company like ours, a phone call is the next best thing. Having a spoken conversation can solve problems and demonstrate a sense of urgency on your part to resolve an issue. Additionally, It is much faster and a more direct way to get to the root of a problem or miscommunication, leaving less room for things to get misinterpreted in the midst of a client crisis. Good old-fashioned speaking often gets the job done better than an instant message ever could.

 

Shannon black and white 2 Shannon has been contributing to the growth of the Circa team for nearly two years and recently graduated from the University of San Diego with a degree in Communication Studies. Shannon’s creativity and passion for public relations and content marketing has contributed to Circa Interactive’s digital marketing value.