4 Easy Steps for Involving Clients in Project Management

Have you ever wondered what it means to involve clients in project management? 

In this article, we'll dive into the world of client project management, exploring its significance, the stages it encompasses, and how it can lead to successful project outcomes.

By understanding the intricacies of client project management and its four stages, you can foster successful collaborations with your clients, delivering exceptional results while nurturing long-lasting relationships. 

Embrace the art of client project management and unlock the potential for mutual growth and success.

What Does a Client Project Entail?

To begin, let's clarify what a client project entails. At its core, a client project is any project undertaken by your organization on behalf of another organization, the client. 

The distinguishing factor is that the project's end results primarily benefit or belong to the client, not your organization.

Moreover, client projects involve more than just delivering a final product. They entail active client engagement throughout the project, where feedback, input, and approvals play a pivotal role. 

This interaction sets client projects apart from internal projects, which typically focus solely on managing the project team.

What is Client Project Management?

Client project management is the art of seamlessly integrating clients into project execution, ensuring that projects meet their expectations while maintaining your business's profitability. 

Achieving this balance requires collaboration, communication, and a shared commitment to realistic project outcomes.

The 4 Stages of Client Project Management

Client project management can be broken down into four key stages, each crucial for project success:

1. Initiation

• During this phase, expectations are set, budgets are established, and a preliminary project schedule is outlined.
• Effective data-gathering is essential, both within your team and with the client.
• Clear communication is vital, especially when clients may have evolving or unclear project requirements.
• A project charter, a concise document outlining key project details, is often created during initiation.

2. Planning

• Building upon the initiation phase, the planning phase delves deeper into project details.
• The statement of work, which provides a more comprehensive view than the project charter, is developed.
• Project schedules, often managed using project management software, are created.
• Client involvement in planning includes determining when they will review and approve project elements, what they need to provide, and designated points of contact.

3. Execution

• As the project shifts into execution, the focus turns to task completion and deliverable assembly.
• The project manager uses SharePoint for project management takes on multiple roles, including monitoring the schedule, ensuring smooth workflow, maintaining open communication, and resolving any conflicts that may arise, especially when clients are involved.

4. Closure

• Project closure is a crucial phase that involves post-project activities.
• It's a time for reflection, evaluating successes and areas for improvement.
• Data archiving and the preservation of templates for future use are also part of this phase.
• In client projects, it may be an opportunity to discuss further collaboration or ongoing services.

Also Read - Top 9 Project Management Software for Clients and Vendors

What Does a Client Project Manager Do?

A client project manager serves as the linchpin between the project team and the client. They are the point of contact responsible for ensuring that both parties remain satisfied throughout the project lifecycle. 

Whether it's a small-scale project or a large-scale endeavor, the client project manager's responsibilities remain consistent.

Their day-to-day tasks involve monitoring project progress, maintaining open lines of communication with the client, and proactively addressing any potential issues. 

They act as a buffer, preventing problems from escalating and maintaining harmony between all stakeholders. 

A typical day for a client project manager includes checking on project deliverables, updating the client on progress, gathering feedback through surveys, and planning post-project debrief meetings.

Why Project Managers Interact With Clients

The interaction between project managers and clients is essential for a multitude of reasons. 

In many cases, project managers are involved from the project's initial discovery phase, contributing input or even assisting in contract creation, especially concerning budgeting and timelines.

Top reasons for project manager-client interaction include:

1. Being the Face of the Project: 

Project managers are integral to the client relationship, guiding projects from discovery to completion, ensuring the delivery of all project components, managing reviews, and coordinating project initiation and closure.

2. Conveying Essential Details: 

Project managers convey intricate project details, encompassing the client, product, service, and contractual agreements. This aids in creating comprehensive project documentation such as requirements and creative briefs.

3. Managing Team Communication: 

Project managers act as the central hub for information flow, ensuring seamless communication between clients, project teams, management, vendors, and contractors.

4. Handling Deliverables and Feedback: 

They schedule formal meetings, gather the right stakeholders for reviews, and efficiently manage feedback, particularly vital in complex, large-scale projects.

5. Seeking Repeat Business: 

A strong client rapport allows project managers to explore the potential for future collaborations. A successful project often paves the way for enduring partnerships.

6. Managing Scope Changes: 

When project scopes evolve, project managers step in to identify the need and collect the necessary details for account managers to issue updated contracts.

How Can a Project Manager Keep Clients Happy?

Client satisfaction is at the core of a client project manager's responsibilities. 

They play a crucial role in maintaining a high level of service and ensuring clients are content throughout the project journey. To achieve this, project managers employ several strategies:

1. Reporting Metrics and Analytics: Project managers provide insights by reporting on metrics and budget utilization, keeping clients informed of project progress.

2. Ongoing Status Updates: Regular project status updates ensure clients are always in the loop, aware of project milestones and developments.

3. Quality Deliverables: Project managers oversee the delivery of top-notch, tested project components, ensuring they meet or exceed client expectations.

4. Transparent Project Management: They maintain transparency in project planning and timelines, ensuring clients have a clear understanding of project progress.

5. Risk Management: Project managers proactively identify risks and propose viable solutions, mitigating potential issues before they impact the project.

6. Scope Creep Management: Expertly tracking and managing scope changes helps maintain project focus and prevent unnecessary deviations.

Also Read - Top 7 Advantages to Clients of Using Project Management

Involving Clients in Projects: A Step-by-Step Guide

Project management is not just about overseeing tasks; it's also about fostering meaningful collaboration with your clients. 

In this comprehensive guide, we will walk you through the steps to effectively involve clients in your projects, ensuring transparency, trust, and successful outcomes.

1. Let Your Customers Understand Your Plans

Begin by sharing your project plans with your clients. Use tools like online Gantt charts to present a visual overview of the project's timeline and milestones. 

During these discussions, emphasise that even the most substantial projects are comprised of smaller, manageable steps. 

This transparency in planning not only helps your clients grasp the project's scope but also establishes a foundation of trust right from the outset.

2. Build Communication Around Familiar Tools

Flexibility is key when involving clients in projects. Recognise that your clients may already have preferred communication tools and systems in place, whether it's Google Docs, iCalendar, or email. 

Instead of imposing new methods, adapt to their existing preferences. Many project management systems, including ours, offer seamless integration with various platforms. 

This approach ensures that all project-related information remains in one centralised location, streamlining communication and making it easier to manage tasks efficiently.

3. Fine-Tune the Scope of Involvement

Every client is unique, and their level of involvement will vary. Some clients may want to actively participate in resource allocation and workload management, while others prefer a more hands-off approach. 

Tailor your approach to accommodate their preferences. For those who wish to have a greater say in project management, consider granting them access to your project management system. 

For those who prefer minimal involvement, provide updates in a format they are comfortable with, whether it's a Google Calendar event or an Excel spreadsheet. The key is to keep clients informed and engaged in a manner that suits them best.

4. Keep Completed Projects as Templates

Efficiency is essential in project management. To expedite the setup of new projects, maintain a library of completed projects as templates. 

When initiating a new project, leverage these templates by importing relevant elements from previous projects. This streamlined approach saves time and impresses clients with your swift project planning. 

Project management systems that facilitate the copying of folders and task lists make this process effortless.

Also Read - Top 8 Most Recommended Client Dashboard Project Management Software

6 Tips for Managing Client Projects

Managing client projects efficiently is crucial for the success of any business. To ensure that client projects run smoothly and yield positive outcomes, it's essential to implement effective strategies and best practices. 

In this section, we'll explore six tried-and-true methods for managing client projects effectively, from setting up the right project management tools to respecting your clients' time.

1. Put the Right Project Management Tools in Place 

Managing client projects, whether simple or complex, requires attention to detail and organization. Relying on manual tracking or outdated methods can lead to inefficiencies and errors. 

To streamline your project management efforts, invest in a suitable project management platform. 

Not all platforms are created equal, and for agencies and those involved in client work, Teamwork is the ideal choice. 

With its user-friendly interface and powerful features, Teamwork enables you to track project details, schedules, and progress effortlessly, ensuring that nothing falls through the cracks.

2. Have an Open Feedback Relationship with Your Clients

Effective communication is key to a successful client-agency relationship. Clients may be hesitant to provide honest feedback, especially if they're new to working with an external agency. 

To address this issue, establish an open feedback culture from the start. Make it clear that you welcome and value your clients' feedback, as it plays a crucial role in tailoring your services to their specific needs. 

Encourage open dialogue and constructive criticism to enhance project outcomes.

3. Be Transparent About Scope

 Scope creep is a common challenge in client projects, often resulting from a lack of transparency. 

Agencies may attempt to accommodate changes in scope without clear communication, leading to issues such as delayed deliverables and client dissatisfaction. 

Instead, be transparent with your clients about scope changes. Clearly communicate the impact of any requested changes, whether in terms of time, cost, or both. Addressing scope changes early prevents misunderstandings and maintains project integrity.

4. Create Realistic and Attainable Goals 

Setting achievable goals is essential for project success. When defining project objectives, ensure they remain within the realm of possibility. 

Consider potential obstacles, including client-related delays or communication issues, and account for them when setting expectations. Realistic goals set the foundation for a successful project outcome.

5. Stick to Deadlines and Milestones 

Meeting deadlines and milestones is crucial for client satisfaction. It communicates reliability and professionalism. 

After establishing realistic goals, it's imperative to adhere to the agreed-upon timelines. Staying on track with project milestones ensures that clients remain happy and confident in your ability to deliver as promised.

6. Respect Your Clients' Time 

Clients hire agencies to handle their creative work and alleviate their workload. They want to be informed and involved but also value their time. 

Recognize the importance of respecting your clients' time by providing updates, information, and decisions efficiently. Keep them in the loop without burdening them with unnecessary details or decisions that should be handled by your team.

Also Read - What is Project Management and Integrated Marketing- All You Need to Know

Using ClientVenue for Effective Client Project Management

ClientVenue is your go-to solution for streamlining client project management and enhancing collaboration with your clients. Here's how you can leverage its features to ensure successful projects and satisfied clients:

1. Effortless Client Onboarding: 

Start your client projects on the right foot with ClientVenue’s automated client onboarding feature. 

Make a stellar first impression by providing a world-class onboarding experience. Delight your clients from their very first interaction with your agency.

2. Real-Time Project Management: 

Manage projects seamlessly from start to finish using highly customisable views that simplify project planning. 

Collaborate effortlessly with internal and external teams through templates and efficient workflows. With ClientVenue, you can focus on the work that truly matters for your agency.

3. Centralised Client Storage: 

Keep all client-related media and assets organized in a dedicated client storage space within ClientVenue. Easily access and manage your clients' files, ensuring everything is in one place for efficient project execution.

4. Streamlined Payment Handling: 

Say goodbye to payment-related worries. ClientVenue offers a truly integrated experience for handling payments within the client workspace. 

Implement a self-serve checkout model and focus on the core aspects of your business, without the hassle of chasing payments. Whether it's recurring or one-time billing, ClientVenue seamlessly integrates with top payment platforms and providers.

5. Professional Invoicing: 

Create professional-looking invoices with your branding to impress your clients. The integrated invoicing experience within ClientVenue helps you stay on top of financial matters. 

Manage both recurring and one-time billing effortlessly with native integrations.

6. Customisable Branding: 

Tailor the platform's look and feel to align with your brand's design language. Activate whitelabel mode to make the client portal appear as your own product on your website. 

Clients will enjoy a seamless, native experience that reinforces your brand identity. Customize the platform's color scheme to match your brand's aesthetics.

7. Comprehensive Reporting: 

Access organization-level reports for projects, teams, and employees through ClientVenue's dedicated report section. 

Gain insights into every aspect of your projects, from milestones to planning, budgeting, and time tracking. Generate professional client-facing reports for your clients to review their projects.

8. Efficient Timesheet and Resource Management: 

Manage timesheets and resources directly from your agency dashboard, eliminating the need for chasing information. Involve all stakeholders on both the client and agency sides by assigning permission levels to team members.

Conclusion 

Managing client projects effectively requires a combination of the right tools, open communication, transparency, realistic goal setting, adherence to deadlines, and respect for your clients' time. 

By implementing what you have learned in this article you can enhance your project management efforts, improve client relationships, and achieve successful project outcomes. 

Remember, the key to success lies in a strategic and client-centric approach to project management.

ClientVenue empowers you to efficiently manage client projects and foster collaboration with clients. 

With its user-friendly features, integrated payments, customisation options, and insightful reporting, it's the ideal platform for ensuring project success and client satisfaction. 

Don't miss out on the opportunity to elevate your client project management—choose ClientVenue today.

‍