Personalized Notes | Client Communication Master Class
Communication Medium Hierarchy 1. Video Calls (highest engagement) 2. Loom (asynchronous video) 3. Audio Calls 4. Text Messages (lowest engagement) Core Communication Principles Message Preparation - Use ChatGPT to refine every message before sending - Show rather than tell—use visuals, demos, and examples - Format with bullet points or numbered lists for clarity Client Engagement - Involve all client senses in communication (visual, audio, text) - Include screenshots with every update - Never hide any conversation details in updates Project Update Structure Divide communication into three equal phases: - 33% = Start (project kickoff and initial progress) - 33% = Mid (halfway check-in) - 33% = End (final delivery and wrap-up) Always provide updates at the start, middle, and end of work. Meeting Best Practices Before every call, share: - Agenda (topics to cover) - Goal (desired outcome) - Meeting duration Language & Response Guidelines Avoid These Responses: - ❌ Generic reactions (thumbs up, emojis as replies) - ❌ Vague pronouns (ka, wo, ye, yeshan, udhar) - ❌ One-word replies (OK, Yes, Yeah, Yep) Do This Instead: - ✅ Repeat back what the client said to confirm understanding - ✅ Avoid unnecessary questions—focus on clarity and action General Communication Rules 1. Decode voice notes into written summaries 2. Add complete details (specific times, quantities, dates) 3. Communicate in detail about everything 4. Never assume anything—always clarify Team Communication - If working on a team, always communicate in group channels (avoid scattered DMs) Documentation & Organization Create Documentation In: - Google Documents - Google Sheets Organize Your Work Using: - Diary/journal - Boards (Kanban, Trello, Notion) - Sticky notes for quick capture