A guide to creating and maintaining client schedules

As a busy entrepreneur, it’s normal to feel like you’re taking on too much work sometimes as you do your best to stay ahead of work and client schedules. Remind yourself it’s okay to feel overwhelmed and take a deep breath ––– you’re on the right track!

Creating and maintaining client schedules can feel like a lot of work initially, but it’s not. If you plan ahead, communicate clearly with your clients, keep track of the schedules, use helpful tools, and stay organized, you’ll be all set.

Want more details on the best ways to create and maintain client schedules? Keep reading for our top tips.

Make sure everyone is on the same page

The last thing you need is for dates to get mixed up or for a client to be confused about what to expect. The best way to avoid this is to set clear expectations for your clients.

Arrange meetings with all your clients one by one and gather as much information as possible about their expectations, requirements, project deadlines, and more. Map things out as much as you can and clearly define project milestones –– the goal is to avoid being vague or leaving anything to chance. Take as much time as you need to ensure everyone is on the same page and all doubts have been cleared.

Use project management tools to your advantage

A handy project management tool, such as notion , asana , or trello , can help you plan client schedules easily and delegate tasks as needed. Don’t leave anything to chance and add relevant information about your clients, deadlines, and tasks to the project management tool.

This makes tracking deliverables easier and helps ensure everything is going according to plan. Feel free to allow your clients to access the information for transparency and easy communication.

Time blocking is important

The best way to accomplish all your goals and meet deadlines is to allocate enough time to each project. Block an adequate amount of time for each task and make sure to dedicate plenty of time to client meetings and follow-up sessions.

Additionally, if you want to stay productive and get more stuff done without feeling burned out, it’s a good idea to focus on one task as opposed to multi-tasking and attempting to get too much done at once. You can also use time-tracking tools to determine how much time needs to be dedicated to each project on your plate.

By the way, here’s a useful tip that can make things a lot easier ––– while dealing with a major task, divide it into smaller sub-tasks as needed. You’ll likely be taken aback by how much easier it is to tackle one task after another with this strategy. Thank us later!

Communication is key

No client wants to be left in the dark as they try to figure out where things stand as far as their projects are concerned. Prioritize regular communication with all your clients and ensure you’ve touched base about ideal response times and preferred communication channels, such as email, video calls, texts, and more. It also helps to have a protocol in place for critical issues that require urgent attention.

That said, your clients will appreciate your efforts even more if you’re prompt with project updates, major milestones, and status reports.

The right apps can help

Calendar apps may seem like an obvious tool to include in your work arsenal but they’re easy to overlook. A solid calendar app, such as Calendly or Google Calendar can allow you to take charge of your schedule and plan your personal and work commitments, including important project deadlines, to ensure you don’t miss out on anything.

You can also share your calendar with your team members and make sure everyone knows what to expect and how to plan their workflow in the days leading up to major deadlines.

Even the most organized and meticulous entrepreneurs are forced to deal with emergencies and unexpected delays sometimes. One of the best ways to mitigate these issues is to include buffer time between work tasks and appointments with your clients.

It’s pretty straightforward ––– if you have buffer time on your side, you won’t have to scramble to finish crucial tasks. The goal is to have enough room on your schedule to make up for unforeseen circumstances and delays.

Ask for feedback

Being proactive in asking your clients for feedback can work wonders in the long run. You can add tweaks and modify your workflow as needed to improve the entire process from start to finish.

Show your clients you’re serious about enhancing their overall experience and making things as smooth as possible. Embracing continuous improvement is always a good strategy and can help you get closer to achieving your goals as a business owner.

Creating and maintaining client schedules can be incredibly easy as long as you prioritize transparency and regular communication with your clients while staying organized and creating realistic goals and milestones. Don’t worry, you’ve got this!

WRITTEN BY: BOSHIKA GUPTA