How to Ensure A Successful Relationship With Your Clients

Having a good relationship with your clients is critical if you want to have a successful Virtual Assistant business. It all begins with laying a strong foundation. You’ll need to have best practices firmly in place so that when a new client says “Yes I want to work with you” you’ll have everything in place that you need to get off to a great start.

Taking time to establish the groundwork will give you a strong foundation, which will help your business stand out. Not only will a new client continue to use your VA services, they will refer others to you as well. The following tips will help you to develop a strong relationship with your clients right from day one:

• Put everything in writing. It’s important to have a written contract. That way you both are in agreement about the details of the partnership. Be sure to provide your client with a copy of your policies and procedures, detailing how you operate your business. This should include your hours of operation, fee structure, billing schedule and termination policy.
• You’ll want to summarize the items you and your new client have discussed and include this summary along with the contract you send the client to sign. This will let your new client know that you have a good understanding of what the expectations are including deadlines and any special or specific tasks the project involves. It will help things to run smoothly from the beginning and avoid problems down the road.
• Once the client has decided to work with you, forward them your contract documents as soon as possible. Include in these documents a client profile intake sheet so you can gather important details about your client’s business. Having this information at your fingertips will allow you to serve your clients better and more efficiently. Do not start working on any projects until you have a signed agreement and payment in hand. Doing so will show your new client that you really value his or her business and are ready to start working.
• From the very beginning, it’s important to establish good communication with your clients. Tell them up front what your communication plan is. Be clear about your accessibility, how often the two of you will talk, your turnaround time for responding to emails and how each of you prefers to communicate. Strong communication is the backbone of any successful relationship, so you’ll want to be proactive about staying in regular communication with your clients. This also includes taking meticulous notes during your conversations with the client. Pay attention to what’s being said (and what’s not said) and ask the necessary questions to get clarification. You’ll want to have all of the necessary details in your notes so that you can refer to them once you start the requested task or project.
• Further to this, make sure you understand exactly when work is to be completed. One thing you ALWAYS want to do is to meet deadlines and avoid excuses. Although unexpected delays will come up, make it a good practice to meet all deadlines. Meeting deadlines and excellent client service is critical in building a good relationship with your new client. If you find yourself in a situation where you see that you aren’t going to meet a deadline, advise your client of this right away. Be honest about the situation and present solutions that will solve the problem. DON’T wait until the deadline has passed and then tell the client you weren’t able to complete the job. Being forthright about the matter will increase the trust and respect your client has for you.
• Give your clients more than they ask for by having a policy of under promising and over delivering. If they need something by a certain date and time always try to get the task completed before that time. If you can take some extra time to make certain a presentation is even better than they asked for or expected that’s even better. Do not over promise by setting unrealistic deadlines for yourself.
• Make it a point to back up your work on a consistent basis. Your clients are depending on you to protect their work so make certain that it is protected. Back up to an outside source (such as Mozy, Syncplicity or iBackup) as well as to an external hard drive in your office. In addition, have the habit of proofreading ALL of your work and then reproofing it by reading it at a later time to avoid mistakes. You want to deliver high quality services at all time.

Enrolling a new client into your practice is the beginning of an exciting adventure! By following the steps noted above, you’ll build a strong foundation for a long-term, successful and profitable relationship.