Unless you are a cat (and, if you are a cat, please get in touch we want to hear your story!), you have probably had at least one job where you were required to communicate with other people. Maybe you were a waitress and needed to take orders from customers. Maybe you were an astronaut and needed to take orders from NASA. Maybe you were a freelancer and needed to take orders from clients. In that case, you know the importance of communication etiquette.
Communication etiquette is important for freelancers because it reflects on their businesses as well as on them as individuals. Good communication skills can lead to more effective collaboration and stronger relationships with clients. This can be especially beneficial for freelancers who may not have any formal training in business or customer service outside of the experience they gain through working independently.
Good communication skills can also lead to better reviews and word-of-mouth recommendations from happy clients, which are vital for growing your client base and improving your bottom line. So what are some ways that freelancers can improve their communication skills? Here are a few tips:
| Takeaways |
|---|
| Effective communication etiquette is crucial for freelancers. |
| Proper communication enhances professional relationships and client satisfaction. |
| Clear and concise expression, active listening, and respect are key elements of communication etiquette. |
| Good communication etiquette can contribute to a successful freelancing career. |
| Developing and improving communication etiquette skills is essential for freelancers. |
1. Be Conscious Of Communication Channels
You may be tempted to call your client or colleague at 2 in the morning because it’s easier than setting an appointment time that works for both of you. But this kind of behavior can make you look unprofessional and unorganized, not exactly the image you want to present! Instead, try scheduling calls or meetings at times when they won’t interfere with your client’s schedule.
Proper communication etiquette is crucial for freelancers. Learn about the dos and don’ts of effective communication in our comprehensive guide on Communications Etiquette: Dos and Don’ts for Freelancers, and enhance your professional interactions.
2. Use Appropriate Tone And Language
It’s important that you use appropriate tone and language when communicating with clients and colleagues. Don’t assume everyone knows what “cool beans” means, or that they’ll understand why you’re using it all the time! Instead, use more formal language so people will take you seriously regardless of how old they are or where they come from.
3. Use Bullet Points
If you’ve ever read an email from your dentist or doctor, then you’ve probably noticed that they often use bullet points. This makes it easier for people who have a lot of information to communicate in one place, without overwhelming their audience with too much text at once. The same goes for emails and text messages: using bullets can help eliminate uncertainty by breaking up large chunks of text into smaller parts that can be easily scanned by the reader.
4. Be Clear About What You Need From Your Prospect
You want to be able to tell them exactly what they will get from working with you. Share examples of past work, explain how their project will benefit them, and show why YOU are the best person for this job! If they don’t understand what they’re getting out of hiring you, then their company won’t see any benefit either!
Working from home has become increasingly common. To maintain professionalism and ensure smooth collaboration, check out our article on 16 Etiquette Tips for Those Who Work from Home and discover effective strategies for maintaining etiquette while working remotely.
5. Make Yourself Available
Whether it’s a meeting or an email reply, be sure to respond promptly. If you’re not available at a certain time, let them know what their options are and when they should expect a response. Make sure your schedule is clear before you agree on dates and times!
6. Make Contact Easy For Your Clients
You need to make sure that it’s easy for your clients to get in touch with you. When they have questions or comments, they should be able to reach out quickly and easily so they can get their questions answered as soon as possible. A good way to do this is by creating an FAQ page on your website where people can find answers to common questions about your services and what makes them different from other options out there.
This will help answer any questions that might come up before they even ask them! It will also give them an idea about what kind of person you are so that when the time comes for them to hire someone like yourself (or another freelancer) then they’ll already know what kind of experience they should expect from working with a professional like yourself who cares about their needs as well as providing quality service at affordable prices!
7. Set A Clear Expectation On How Often You’ll Respond To Messages
It’s easy to get caught up in the hustle and bustle of your daily life. But it’s important to remember that you’re sending messages to people who are also busy and they may not respond as quickly as you would like them to.
Set a clear expectation on how often you’ll respond to messages by setting expectations with your clients and coworkers. This way, everyone knows what to expect and when they can expect it. If you’re working on something else, let them know.
Don’t forget that this applies both ways: if there is something important that needs discussing, don’t hesitate to bring it up early on in the conversation so that everyone involved can have time to think about their response before responding in full detail.
8. Use The Client’s Preferred Method Of Communication
It’s easy to forget that not everyone uses email as their primary form of communication. If you’re working with someone who doesn’t use email much or at all, you should consider using another method such as text messaging or even Skype calls if necessary. If a client prefers one method over another, consider using that one for all future communications so you don’t get stuck trying to figure out what works best each time out of necessity instead of convenience.
9. Be Clear And Concise When Responding
Make sure that you’re answering their questions clearly and concisely; don’t get too long-winded or complicated with your replies. And remember: just because they ask one question doesn’t mean they want an essay-length answer! Keep things simple so you can stay focused on getting the job done efficiently.
Effective communication etiquette plays a crucial role in the business world. To understand the significance of good communication practices, read our insightful article on Why Good Communication Etiquette Is Vital in the Business World and learn how it can positively impact your professional success.
10. Establish A Workflow
Good communication procedures start with a good workflow. Especially for freelancers, keeping everyone on the same page about a project can make or break a client relationship and even the success of your business.
To begin, set expectations from the get-go. This includes everything from deadlines to deliverables and all of the smaller milestones in between. Make sure your timeline is clear to both you and your clients so that everyone has a good idea of what to expect throughout the process. Then, when you have a solid plan in place, clearly explain it to all involved parties and stick to it!
By establishing expectations at the beginning of every project and diligently following through with them by means of a solid workflow system, you’ll be one step closer to building positive relationships with clients who will come back again and again.
11. Set Timelines
Timelines are important for aligning expectations and keeping everyone organized, whether you’re an employee or a freelancer. And that’s even more true if you’re the one in charge of developing those timelines.
Here are some kinds of timelines you should set:
For yourself: I like to keep track of what I do on a daily basis (even if it’s just “working on widgets”). That way, if someone asks me to do something that compares unfavorably to something else I’ve already been doing, I can easily point out the discrepancy.
For your employees: If they report to you, then it’s up to you and no one else to set their expectations for how often they need to show up, how many hours they should work each week or day, what kind of work they’ll be doing, how long their workdays will be, and so forth.
For projects: When does each phase of the project begin? What are the benchmarks? When is everything due?
For meetings: Pencil them into your calendar in advance so everyone can prepare and make sure nothing conflicts with other appointments.
For responding to emails: Respond within 24 hours at most.
For submitting work: Whether it’s code or research or marketing materials, let people know when they can expect the final product and ask them not to hound you before then unless they have a good reason.
12. Engage In Face-To-Face Communication
Sometimes, it’s not possible to meet or talk in person with a client for instance, if you’re working for a company that’s located across the country. It can be challenging to get a good feel for someone through text, and conveying empathy and understanding can be difficult when you have no facial expressions or tone of voice to rely on. If you’re living in different parts of the world, the time difference can also make meeting outside of email difficult.
While these obstacles certainly exist, I find that it’s important to establish some kind of personal connection with my clients whenever humanly possible even if it means waking up at 4 AM time so I can call them at their usual business hours.
Sometimes getting on a phone call is as simple as sending an email that says “Hey! Let’s jump on a quick 15-minute call,” and set up a video chat via Skype or Google Hangouts (I’ve found that Zoom works best for me).
Even seemingly small details about your client’s life whether they usually prefer calls over emails; whether they like using Slack; whether they have kids who are homeschooling from home during quarantine; or how they’d prefer to handle payment can be easily gleaned from an in-person conversation.
Electronic communication is integral to modern workplaces. Master the art of effective communication with our comprehensive guide on 11 Guidelines for Excellent Electronic Communication with Clients and Colleagues, and improve your professional relationships through clear and concise online interactions.
13. Respect Each Other Space
The best leaders set rules, but they also give employees the space they need to be productive. Rules like no texting in meetings or no phone calls during lunch are good boundaries to set but it’s important that your employees understand these behaviors aren’t just arbitrary rules you’ve invented to make life hard for them. Instead, you’re making sure that everyone is respecting each other’s time and space.
Make sure employees know that when they want your help or advice, all they have to do is ask for it. That way, you can avoid interrupting them as much as possible. This will show them how much you respect their autonomy.
Most people go into business because they love what they do, but being passionate about your work doesn’t mean you have to spend every waking minute of every day working on every last detail of a project all by yourself. You hired people because they’re talented, and if you let them know that you trust their abilities and value their input while still respecting their personal boundaries you’ll get better results than if you micromanaged everything yourself.
14. Encourage Your Employees To Communicate With You
The best way to be able to encourage your employees to communicate with you is by being open and approachable. Set the tone in your first meeting, and let them know that they can talk to you whenever they need something. If your company has a Slack channel or other group chat on a communication app, feel free to share some of your thoughts or have casual conversations there.
You can also ask them how they would like to communicate. You might not be aware that an employee prefers to speak on the phone rather than text or email. In addition, do not force communication if it isn’t necessary. Some people prefer less frequent but more detailed messages instead of quick replies for every question or update.
Surveys are a great way for employees to let you know how they like things done without having a conversation about it, so send out surveys once in a while for feedback!
15. Utilize Technology
Being a freelance writer, I’ve been blessed to test out some of the most advanced communications tools and techniques. While there’s no doubt that technology has changed our working lives for the better, few people know how to use it properly.
This is unfortunate, because by utilizing technology as effectively as possible, we can efficiently get things done, be more productive and reach our goals in an efficient manner.
Of course, the first step is learning how to use technology properly. Before even looking into messaging tools such as Slack or Trello, you should know that these are tools designed with business in mind. That means they are designed to help people collaborate on a mass scale. They’re great for sharing any sort of file or document, as well as brainstorming ideas and managing projects (and employees).
In fact, I would go so far as to say that collaboration software like Slack or Trello can make your life easier when it comes time to create content for your blog. The only thing I feel is lacking from this scenario is easy communication between authors and editors (since we’re trying to do everything over email), but if you have time management skills and know what you’re doing (like me), then it’s not too difficult to streamline communication between each other over Slack or Trello once you’ve mastered its proper usage.
After mastering collaboration software like Slack and Trello though, there are some great ways we can utilize these tools for absolute productivity once we’re ready to get down to business:
- Send individual files such as images or attachments directly from Dropbox . . .
- Set up folders within folders within folders where you can organize all those files that need organization without making a mess of your Google Drive account (it takes up too much space)
Business writing requires adherence to specific communication etiquette. Gain valuable insights into the best practices of business writing by exploring our article on What Are the Communication Etiquette to Be Observed in Business Writing, and elevate the impact of your written communication in professional settings.
Final Thoughts
In a nutshell, communication etiquette is crucial especially for freelancers. You need to communicate clearly, concisely, and in a timely manner so that everyone understands exactly what’s going on. This article has discussed several strategies you can use to make communication easier. If you use these tips, both your clients and your colleagues will thank you.
Further Reading
Here are some additional resources for further reading on the topic of communication etiquette and freelancing:
Communicating Effectively for Freelancers: Explore this comprehensive guide that provides valuable insights and tips on effective communication for freelancers.
Business Etiquette: How to Succeed in Professional Environments: Enhance your professional communication skills and etiquette by referring to this informative resource that covers various aspects of business etiquette.
Etiquette in Communication: How to Navigate Professional Interactions: Discover the importance of communication etiquette and learn how to navigate professional interactions with this practical guide.
People Also Ask
How Do You Communicate Effectively In The Workplace?
Good communication helps build a working relationship based on trust between colleagues, managers, and clients. To foster strong communication at work:
- Use clear language that gets straight to the point; avoid jargon or acronyms (unless everyone will understand them).
- Be succinct. State what needs discussing without rambling or using unnecessary words. Using bullet points or lists can be helpful here.
- Be considerate of others’ time by planning your message ahead of time.
- You should have an idea of what your main goals are before sending an email or initiating a meeting.
This will help keep both parties on track while they’re talking and prevent unnecessary back-and-forth emails later on.
What Are The Four Types Of Communication?
Communication may seem simple after all, it’s something we’ve been doing since childhood but there are actually four distinct types of it: verbal (spoken), nonverbal (unspoken, body language), written, and visual (the last being images or presentations).
Communication is about more than just words; for example, if someone says one thing but looks nervous or angry during their conversation with you, how likely would you be to believe them? That’s why knowing how to interpret all forms of communication is key for interacting successfully with other people.
What Is The Importance Of Communication Etiquette?
Proper communication etiquette is crucial for freelancers and small businesses. When you’re working on your own or in a small team, it’s easy to see how proper communication etiquette can help you succeed.
Good communication habits can help you build and maintain positive relationships with your clients, business partners, and coworkers, which will help you grow your business and reputation. Signing off with a pleasant salutation like “Best,” “Cheers,” or “Warmly” at the end of your email messages will show that you are friendly, professional, and polite.
Can Anyone Benefit From Learning Proper Communication Etiquette?
Yes! Even if you aren’t a freelancer or small business owner with clients to impress, it can be helpful to learn proper communication etiquette. If you’re applying for a new job, creating an online dating profile, or just trying to make more friends at school or work, good communication skills will take you far!
Why Should I Invest In Learning Proper Communication Etiquette?
If you are a freelancer or small business owner who needs to communicate with clients through email, it’s important to improve your messaging methods so that you can have successful interactions. Learning proper communication etiquette can help make these interactions more pleasant.
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.