How to chat with a new client

Congratulations on landing a new client! Here's a step-by-step guide on how to chat with a new client:

Before the Chat

  1. Prepare your notes: Review the client's project brief, requirements, and any previous communication you've had with them.
  2. Set clear goals: Determine what you want to achieve from the chat, such as understanding their needs, discussing project scope, or setting expectations.
  3. Choose a communication channel: Decide which platform you'll use for the chat, such as phone, video call, email, or instant messaging app.

During the Chat

  1. Start with a warm welcome: Begin the chat by greeting the client warmly and thanking them for choosing your services.
  2. Introduce yourself and your team: Briefly introduce yourself and your team members, and explain your roles and responsibilities.
  3. Ask open-ended questions: Encourage the client to share their thoughts and expectations by asking open-ended questions, such as:
    • Can you tell me more about your project goals?
    • What are your top priorities for this project?
    • How do you envision the project unfolding?
  4. Listen actively: Pay attention to the client's responses and take notes. Repeat back what you've understood to ensure you're on the same page.
  5. Provide guidance and expertise: Share your knowledge and expertise to help the client understand the project scope, timelines, and potential challenges.
  6. Discuss project scope and expectations: Clarify the project scope, deliverables, and timelines. Ensure you're both on the same page regarding what's included and what's not.
  7. Address any concerns or questions: Address any concerns or questions the client may have, and provide reassurance where necessary.
  8. Summarize and confirm: Summarize the key points discussed during the chat, and confirm any agreements or next steps.

After the Chat

  1. Send a follow-up email: Send a follow-up email to the client, summarizing the key points discussed during the chat and any agreements or next steps.
  2. Create a project plan: Based on the chat, create a project plan or proposal outlining the scope, timeline, and deliverables.
  3. Set clear expectations: Set clear expectations for communication, deadlines, and project milestones.
  4. Establish a project management system: Set up a project management system, such as a shared document or task list, to keep track of progress and collaborate with the client.

Additional Tips

  1. Be patient and empathetic: Be patient and empathetic during the chat, and try to understand the client's perspective.
  2. Use a conversational tone: Use a conversational tone and avoid jargon or technical terms that might confuse the client.
  3. Take notes: Take notes during the chat to ensure you remember important details and can refer back to them later.
  4. Be transparent and honest: Be transparent and honest about your capabilities, limitations, and any potential challenges or risks.

By following these steps, you'll be well-prepared to have a productive and effective chat with your new client.