How can you manage a client who constantly asks for project updates?

If you work in business services, you know how important it is to communicate with your clients effectively. But what if you have a client who constantly asks for project updates, even when you have already agreed on a timeline and scope? How can you manage their expectations and avoid frustration, while still delivering quality work and maintaining a good relationship? Here are some tips to help you deal with this common challenge.

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1 Set clear boundaries

One of the first steps to manage a client who constantly asks for project updates is to set clear boundaries from the start. This means defining the scope, deliverables, milestones, and deadlines of the project, as well as the frequency and format of communication. You can use a project management tool or a contract to document these details and make sure both parties are on the same page. You can also establish a regular schedule for sending updates, such as weekly or biweekly, and stick to it. This way, you can reduce the need for ad hoc requests and show your client that you are organized and reliable.

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2 Explain your process

Another way to manage a client who constantly asks for project updates is to explain your process and how you work. Sometimes, clients may not understand the complexity or the steps involved in delivering a service, and they may think that asking for updates will speed up the process or improve the quality. You can educate your client about the stages of your work, the challenges you face, the resources you need, and the outcomes you expect. You can also share examples of your previous work or testimonials from other clients to demonstrate your expertise and credibility. By explaining your process, you can help your client trust your skills and judgment, and reduce their anxiety and micromanagement.

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Bryan Howard

Solve your company's people problems today.
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Define your update plan and get agreement up front. For example, "We know you'll want regular updates during the project. We'll send you a project summary and updated project plan each week on Thursday by 2 p.m. ET. If we run into an issue that would cause a delay, we will notify you within 24 hours and include questions for you or a plan to get back on track." Then, ask the magic question, "Is that a good plan for you?" If they say that's not enough, you can always say, we can do more frequent updates for an additional fee," and treat it like an upsell. Most customers will say your original offer is fine. If they don't, make a few more dollars for your efforts.

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3 Be proactive and transparent

A third way to manage a client who constantly asks for project updates is to be proactive and transparent in your communication. This means anticipating their questions and concerns, and providing them with relevant and timely information. You can also use various channels and methods to communicate, such as email, phone, video call, or chat, depending on your client's preference and the nature of the update. You can also use visuals, such as charts, graphs, screenshots, or mockups, to illustrate your progress and feedback. By being proactive and transparent, you can show your client that you are responsive and accountable, and that you value their input and satisfaction.

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Tais Bottesini

Project Manager | Sustainable Development & Sustainability | Renewable Energy | Circular Economy | Climate Change
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Being transparent have always worked well for me with the most anxious clients. When dealing with micromanaging clients, I usually determine that the project's reports will be presented weekly. This reports mostly include the updated schedule, a progress chart, and notes on important tasks or milestones. Also, I let another channel of communication open, such as an instant messaging app. That way the client can send me messages with specific questions, doubts, recommendations etc., as they see fit. At first, it will demand a little more of my time and energy, but soon enough, they see that I have everything under control. As they gain confidence on my work, the frequency of contact diminishes, and we end up with just the weekly updates.

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4 Handle issues and changes professionally

A fourth way to manage a client who constantly asks for project updates is to handle any issues or changes professionally. Sometimes, things may not go as planned, and you may encounter problems or delays that affect the project. Or, your client may change their mind or request additional features or revisions that are out of scope. In these situations, you need to communicate with your client as soon as possible, explain the situation, offer solutions, and negotiate the terms. You also need to document any changes or agreements in writing, and update the project plan accordingly. By handling issues and changes professionally, you can avoid misunderstandings and conflicts, and maintain your reputation and quality standards.

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Tais Bottesini

Project Manager | Sustainable Development & Sustainability | Renewable Energy | Circular Economy | Climate Change
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If I can give newly project managers an advice it would be: excel on this topic! In my career, being honest with clients/stakeholders and rapidly reporting issues or scope changes was actually what made me get the best feedbacks up to now. It helped me consolidate good relationships with my most exigent clients, making them trust my work and recomend me to other clients and opportunities. So, start with the suggestions of this article (which are already quite good), and improve/adapt as you get your own feedbacks.

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5 Ask for feedback and testimonials

A fifth way to manage a client who constantly asks for project updates is to ask for feedback and testimonials at the end of the project. This is a good opportunity to evaluate your performance, identify areas of improvement, and celebrate your achievements. You can also use feedback and testimonials to showcase your work to potential clients, and to build long-term relationships with existing clients. You can ask your client to rate your service, write a review, or refer you to others. You can also express your gratitude and appreciation for their trust and collaboration. By asking for feedback and testimonials, you can demonstrate your professionalism and value, and increase your chances of repeat business and referrals.

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6 Take care of yourself

A sixth way to manage a client who constantly asks for project updates is to take care of yourself and your well-being. Working with a demanding client can be stressful and exhausting, and it can affect your motivation and productivity. You need to set healthy boundaries, prioritize your tasks, and manage your time and energy. You also need to practice self-care, such as taking breaks, exercising, meditating, or doing something you enjoy. By taking care of yourself, you can cope with stress, prevent burnout, and maintain your passion and creativity.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you manage a client who constantly asks for project updates?

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1 Set clear boundaries

2 Explain your process

3 Be proactive and transparent

4 Handle issues and changes professionally

5 Ask for feedback and testimonials

6 Take care of yourself

7 Here’s what else to consider

Business Services

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How can you manage a client who constantly asks for project updates?

1

2

3

4

5

6

7

1 Set clear boundaries

2 Explain your process

3 Be proactive and transparent

4 Handle issues and changes professionally

5 Ask for feedback and testimonials

6 Take care of yourself

7 Here’s what else to consider

Business Services

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