Designing For Clients: It's All About Communication

Designing for clients, especially external clients, is a tricky business. You’ll need a combination of diplomacy and tact to manage the relationship and help it flourish into something mutually beneficial. Here are some tips on how best to communicate with your clients whether you’re freelancing or working for an agency:

How to Communicate with Graphic Design Clients – YouTube

Takeaways
Effective communication is essential for successful design projects.
Clear and open communication channels help foster a collaborative working relationship with clients.
Understanding and listening to clients’ needs and expectations is key to delivering a satisfactory design.
Presenting design concepts in a clear and engaging manner enhances client understanding and buy-in.
Gathering and incorporating client feedback throughout the design process leads to better outcomes.
Managing communication challenges requires proactive measures, such as setting clear expectations and practicing empathy.
Communication plays a critical role in client satisfaction and the overall success of design endeavors.

Table of Contents

Set Expectations Before You Even Start

As a freelancer, you’re probably used to working on your schedule. You get paid as soon as the project is done, and that’s just how it goes.

But if you are going to work with an agency or client, they have their expectations of how they want their projects handled and they won’t always be in line with yours. They might need regular status updates or daily communication about what’s going on in the project (or not). They might have a very specific timeline in mind for when you should deliver things.

So before you even start working together, make sure both parties agree on what kinds of communication will occur during the project and who needs to be involved in those conversations, and what kind of responses can be expected from each party during those moments.

It doesn’t hurt for one person to take notes about these topics so everyone has a clear understanding beforehand rather than trying to remember everything later when things start getting intense!

Effective communication is crucial for freelancers. Learn valuable tips and techniques to enhance your communication skills with clients in our comprehensive guide on 10 Communication Etiquette Tips for Freelancers.

Have A Conversation About Your Client’s Ideal Timeline

Similarly, it’s important to have a conversation about your client’s ideal timeline, so you can be clear on expectations. The client will often want things done as quickly as possible, but this may not be the best thing for them. It could mean more stress and less sleep for them if they’re working too hard on something that isn’t necessary for their business or timeline.

You should ask questions like: What is your ideal timeline for this project? What is your ideal timeline for the next project? What is your ideal timeline going forward? How can I help make sure our schedules align with that vision?

Talk About Responsiveness And Communication Preferences

You should always talk about how you will communicate, and how often. There are many different ways to communicate, and each method has its advantages and disadvantages. You both must agree on what the best option is for communicating and then stick to it.

For example, I like to use Slack as a chat platform so that I can quickly respond when my client wants something or needs something clarified. My clients prefer email (which makes sense), but there is no way I’d ever use email as a primary method of communication unless there was an emergency or something else urgent going on.

But since they want me to respond quickly and efficiently (like if we’re working together remotely), I’ve found a balance between using Slack for general communication and email for specific requests where immediate action is required (e.g., “please send me your invoice”).

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Set The Tone For The Rest Of The Project

Your communication style should be clear, concise, and friendly.

Set the tone for the rest of the project; Let your client know how you will communicate with them throughout their journey with you: If a phone call or email is not an option, consider scheduling a brief meeting to talk about how best to move forward.

Explain how often you will communicate with them; if there are any periods when there won’t be much communication (such as holidays), let them know so they can plan accordingly.

Be sure to explain what happens; if you can’t connect by phone or email (and don’t make it sound like it’s really unlikely). You could also include an alternative way of contacting someone in case something goes wrong with technology or travel plans maybe even give out another phone number or email address that’s easier than yours!

Let clients know how they can reach out if they have questions or concerns before work begins so they aren’t caught off guard when they think “this isn’t working out as I expected.”

Be Specific In Your Communication

You’ve done your job and delivered the content. But what if you want to make sure it’s perfect? Well, you can’t be there in person to help them understand your work. So here are some tips on how best to communicate with your clients whether you’re freelancing or working for an agency.

Be specific in your communication. Instead of saying “I need it by tomorrow,” say “I need it by 1:00 p.m., Eastern Time.” Instead of saying “Please review this draft,” say “Can we meet at 10:30 a.m., Thursday? We’ll discuss edits then.”

Use examples when explaining tasks or concepts (e.g., “Here’s what I think would work better”). Use bullet points when presenting lists of items (e.g., “The three things I need to be done right now are). These will make it easier for clients who aren’t familiar with certain terminology or processes and they’ll help prevent miscommunications down the road too!

Don’t forget to use tools like Grammarly while writing emails it makes sure that everything looks good before sending out important documents like proposals or contracts!

Help Your Clients Keep A Clear Track Of What’s Happening

Make sure that your clients can keep track of what’s going on in the project.

Use a shared project management tool such as Basecamp, Trello, or Asana. This allows you to update and organize all the information that is needed to ensure that everyone knows what they’re doing, who they are working with, and when it should be done by.

Share a calendar so everyone knows when certain parts of the project will happen.

An email is also an important tool when communicating with clients because it allows them to send messages privately if they need something specific from you that isn’t appropriate for others in your team to know about (or vice versa).

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Use Visuals To Help Explain Things

I know, I’m a visual learner myself. But it’s true to use visuals to help your clients understand what you are doing, what you have done, and what you plan on doing. Sometimes showing is so much better than telling when it comes to conveying an idea or concept.

And if you’re using a project management tool like Trello (which is great for this), add images (or GIFs) of the work that has been completed and make sure those cards are front-and-center in your board view so everyone can see them!

Demonstrate Your Value By Giving Feedback And Making Suggestions

As soon as you do, give them feedback on how things are going. It’s important to be specific about what you like and don’t like about the site or app so that the client can easily understand where improvements need to be made. It’s also important not to make suggestions for changes until you’ve given them plenty of time and space to get used to everything they’ve been working on so far.

Finally, if your client has a project management tool in place (such as Basecamp), using that tool is preferable over emailing back-and-forth constantly or using other forms of communication that might lead to confusion later on when trying to find old messages about revisions or other items related specifically to this project only (e.g., screenshots).

Learn How To Say No To A Client

In the world of design, there is a lot of pressure to deliver the most beautiful and functional product possible. However, to ensure you have time to create that amazing product, you must learn how to say no.

Your clients will always have new ideas and requests for changes (even if they’re not always what you’d choose). It’s your job as a designer to know when something needs immediate attention and when it can wait until later. Saying no doesn’t make you mean or rude it shows that your client’s needs are important enough for you not only to listen but also to act on them immediately.

When saying no is necessary: Be firm in your communication with each client (and never feel guilty about doing so). Make sure they understand why their request won’t work at this point and then move on!

Don’t let one bad experience ruin all future ones with other clients who may require similar feedback at times; remember: every person has different expectations which means some things might take longer than others depending on their preferences/goals/etc., so keep that mind frame open when communicating with others too!

Understand That You Are A Service Provider

When you are working with a client, both of you need to understand that you are service providers. You’re not the client’s designer you’re not the one who decides what color to use or which font goes where. You can give some guidance and advice, but ultimately it’s up to your client on how they want their project to look.

The same is true for the design process itself: The art director may be interested in feedback from others about how their designs could be improved (and even incorporate those suggestions), but at the end of the day it’s up to them whether or not these changes will happen.

Your job isn’t just designing for your clients; it’s also managing relationships with them and that means being professional at all times!

Ever wondered what chat support agents wish they could tell clients? Gain valuable insights into their perspective with our article on The 12 Best Things Chat Support Agents Wish They Could Tell Clients, and enhance your understanding of customer support dynamics.

Listen To Get The Context Of Their Needs And Desires

Once you have a general sense of what the client wants, it’s time to start the design process. But before you do that, there are a few things to keep in mind:

Listen to get the context of their needs and desires.

Ask questions. And ask for clarification if needed.

Ask for examples (if they’re available). This will help you understand how they want something done and give them insight into what makes sense when it comes time to provide feedback on your designs or prototypes later on in the process.

Ask for a timeline (or deadlines). Knowing when something needs to be completed helps ensure that everyone is aware of how much time is remaining until launch day so no one feels rushed or stressed out about getting everything finished on time!

It also gives us an opportunity at some point down there road… should we find ourselves falling behind schedule… then perhaps we could look at modifying some elements once again with our client’s input? But more importantly than anything else… it’ll give both parties peace of mind knowing exactly where we stand right now without any surprises along those lines later down their road.”

Try Not To Talk Over Them

Don’t interrupt them; If you do, it will go a long way towards making sure they don’t trust you and feel like the process is going nowhere.

Don’t talk over them; Even if they are saying something completely wrong or off base, it’s important not to make assumptions and just let them finish what they were saying before speaking up again or correcting them.

Don’t talk down to them: It may seem like common sense but some people feel very comfortable talking down to others, especially clients who haven’t had much experience in designing websites before or even technology in general! This can be incredibly frustrating for both parties so make sure that you avoid this habit at all costs!

Meet Them In Person Whenever Possible

In many cases, designers can work with clients remotely and still develop great relationships. But there’s no denying that face-to-face meetings are more effective for building relationships than phone calls or email exchanges.

It’s easy to miss important cues over the phone or through text messages (not to mention the fact that your client will be able to see more of your personality if you meet in person), and it’s easier to build rapport when you have visual contact with someone (which is why most people prefer talking to each other rather than texting).

In addition, it’s easier for both parties when they can read each other’s body language while they speak rather than relying solely on words. You might think this will take longer since you’ll need to travel somewhere but if it means creating a better product, who cares?

Pay Attention To Non-Verbal Cues, Too

Body language: Read the client’s posture and facial expressions to get a sense of how they’re feeling. Do they seem relaxed? Nervous? Angry? Excited? Disinterested? They could be giving off any number of signals that can help you anticipate what’s going on in their mind.

You should also look out for movements or gestures indicating impatience, boredom, or some other emotion these can sometimes be signs that you need to change course or rework your approach.

Tone/pitch of voice: Pay attention not only to what is being said but also to how it is being said (is there tone?) this will give you clues about the client’s true feelings on an issue. If the client seems particularly frustrated or stressed out, try asking them if everything is okay and then listen carefully for the response before continuing with any conversation about work-related matters (or anything else).

Share A Contract With Clear Parameters

After a client has chosen you, it’s important to share a contract with them. The contract should include the deliverables, timeline, payment terms, and other details of your relationship. The contract should be easy to read and understand. It should also include a signature from both parties so that everyone is on the same page about what they are agreeing to do or not do in their relationship with each other.

Listen To What They’re Saying, And What They’re Not Saying

You can’t get a complete picture of the type of designer a client is by just looking at their portfolio. To know who they are as a designer, you have to listen to what they’re saying and what they aren’t saying.

There’s no better place than the initial consultation for this kind of communication to take place. During this meeting, you should be paying close attention not only to what your prospective client says about themselves and their work but also to how they say it (e.g., tone of voice).

If a potential client seems nervous or hesitant while talking about their past projects and goals, that’s important information that you need to gauge what kind of experience with them will be like in general which could inform how well your relationship goes long-term.

Connecting with customers on a deeper level is essential for better relationships. Explore our article on 13 Psychological Hacks to Better Listen and Connect with Customers to discover effective strategies for building stronger customer connections.

Final Thoughts

Now that you understand the importance of clear communication with your clients and how to achieve it, I hope you’re ready to go out there and design with confidence.

With the right tools at your disposal like a comprehensive and well-organized project brief, effective information gathering processes, and clear channels of communication you can start your next project off on the right foot. If you have any further questions about client communication during the design process, let us know in the comments below!

FAQs

Here are some frequently asked questions about design communication and their answers:

How important is effective communication in design projects?

Effective communication is crucial in design projects as it ensures clarity, alignment, and successful outcomes. It helps designers understand client requirements, convey design concepts, address feedback, and foster a collaborative and productive working relationship.

What are some strategies to improve communication with clients in design?

Actively listen to clients’ needs and expectations.
Clearly articulate design concepts and ideas.
Use visual aids, such as sketches or prototypes, to enhance understanding.
Maintain regular and open communication channels.
Seek feedback and actively incorporate it into design iterations.

How can designers effectively present design concepts to clients?

To present design concepts effectively, designers should:

Clearly explain the rationale behind design decisions.
Use visual aids and storytelling techniques to engage clients.
Highlight the benefits and value of the design solution.
Address any potential concerns or questions raised by clients.

How can designers gather feedback from clients?

Designers can gather feedback from clients by:

Asking specific and targeted questions about different aspects of the design.
Providing clients with multiple options to express their preferences.
Encouraging honest and constructive feedback.
Actively listening and being receptive to client input.
Documenting and incorporating feedback into design iterations.

How can designers manage communication challenges with clients?

To manage communication challenges with clients, designers can:

Set clear expectations and establish a communication plan from the outset.
Anticipate potential misunderstandings and proactively address them.
Foster a collaborative and transparent working environment.
Practice empathy and adapt communication styles to match client preferences.
Seek clarity when there are uncertainties or ambiguities in client requirements.

What Is The Best Way To Communicate With Clients?

Communication is key to any project, but it can be especially critical when working with clients. Whether your client is a person or an organization, the best way to communicate with them is through a formal email template that clearly outlines what you offer and why they should hire you for their project.

How Do You Know When A Client Is Getting Frustrated?

It’s important to keep tabs on how your contacts feel about both the work at hand and their experience with your company as a whole even if they don’t explicitly tell you anything!

You can easily do this by paying attention not only to what they say but also to how they say it; if there seems like there might be some frustration bubbling under the surface, then consider asking more questions about what makes them happy so far (and what could make them happier).

What If I Don’t Have Any Clients?

If you want to make money as a designer, you need to be able to find clients. There are many ways to go about this. You can talk with people at events (like meetups) or on social media and ask them if they’d be willing to work with you on their project(s).

You can also perform research online through job boards, like Dribbble or Behance, where people are actively seeking freelancers for projects. If these options don’t seem feasible for your situation or interests, try posting ads yourself on sites like Craigslist and Fiverr (though beware of scams!).

If all else fails, there’s always the option of working as an intern for your dream client—it’s possible that once they see what kind of work ethic and professionalism you bring to the office environment they’ll consider hiring you full-time!

How Do I Get Paid?

There are two main ways designers get paid: by the project (when each task is done), or by the hour (a set amount per unit). If someone hires another company instead of directly hiring the designer themselves then they will often pay both companies separately.

However, this won’t always happen depending on how big/small either company is before taxes come into play since every country has different laws regarding tax regulations so check first before committing too much time to anyone’s project just yet.

How Do You Deal With Difficult Clients?

It’s important to recognize that not all clients are going to be easy, and you may even have some who are downright difficult. The key is to not let this get in your way of doing great work for them! Instead of focusing on what they are doing wrong, focus on how you can utilize their assets and make them feel like a valued member of your team.

This can mean being flexible with deadlines or working on tasks outside the scope of what was originally agreed upon. You might also want to consider bringing in an extra person for tasks that may require more than one set of eyes (such as web design).

If the client isn’t willing or able to provide these resources, then there isn’t much you can do except set boundaries around what they will pay for and when they need it by which leads me right to my next point:

Costantine Edward

Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.

Designing For Clients: It’s All About Communication