Follow Ups

Objectives

Follow-ups with clients every two days are important for several reasons:

1. Maintaining Momentum: Regular follow-ups help maintain project momentum by keeping tasks and communications active. This ensures that any issues or questions are addressed promptly, preventing delays.

2. Ensuring Accountability: Frequent check-ins hold both the client and the project team accountable for their responsibilities. It helps ensure that everyone is on track and meeting their deadlines.

3. Building Trust and Communication: Consistent communication builds trust and strengthens the client relationship. It shows that you are committed to their project and are proactively managing its progress.

4. Quickly Addressing Issues: Regular updates allow for the early detection of potential problems. This enables timely intervention and resolution before issues escalate and impact the project timeline or quality.

5. Clarifying Expectations: Frequent follow-ups help clarify any misunderstandings or miscommunications, ensuring that both parties have a clear and consistent understanding of the project's status and expectations.

6. Adapting to Changes: Regular communication allows for better adaptation to any changes in project scope, client requirements, or market conditions. It ensures that the project remains aligned with the client’s needs and objectives.

7. Providing Updates: Keeping the client informed with regular updates on progress, achievements, and any setbacks ensures transparency and keeps the client engaged and informed.

Follow-Up Guidelines

1. Using Plutio First for Follow-Ups:

   • Primary Tool:
     • Always use Plutio as the primary tool for documenting follow-ups.
   • Task Description:
     • Document the original due date in the description of each task. This helps in tracking the timeline and understanding the context of the follow-up.

2. Setting New Due Dates:

   • New Follow-Up Due Date:
     • Add a new due date for a follow-up if the task is still pending. Use a clear note such as “This is still pending, any news?” to indicate the need for an update.
   • Frequency:
     • Set the new follow-up due date to ensure timely reminders without overwhelming the client. Typically, a follow-up every 2 days is recommended (it all depends on context).

3. Email Reminders:

   • After 2 Days:
     • If there has been no response and your last comment on the task was the follow-up, send an email reminder after 2 days. This ensures that the client is aware of the pending task and the need for action.
   • Content of Email Reminder:
     • Include the context of the task in the email to make sure that the client understands what they have/need to do. Be polite and clear in your communication.

4. Contextual Understanding:

   • Task Context:
     • Always keep in mind the context of each task when following up. Ensure that the client has all the necessary information to understand the task and what is required from them.
   • Client Communication:
     • Provide a brief summary or reminder of the task’s importance and any relevant details that may help the client respond more effectively.

Step by step

1. Ensure that you're always providing updates on a daily basis through their Plutio project, tagging the client in a comment, inside each task.  
2. If you don't get a response in a task after 2 days, you should send the client a follow-up email with the link of each pending task. Make sure to remind the client the importance of their collaboration, and that we depend on them to deliver on the set timelines. 

To keep in mind