The Unseen Challenge: Why Client Communication Is More Than Just Talking
Everyone agrees that good communication is super important when you're working with clients. But here's something that often gets overlooked: it's not just about having conversations. It's about the quality and consistency of client feedback, and how much you, as the writer (or any professional, really), need to actively guide that process.
Think about it. You might have a project plan that's perfect, down to every detail. But what happens if your client takes a long time to reply? Or if their feedback is vague and hard to understand? What if they suddenly change their mind at the last minute? Any of these things can completely derail even the best-laid plans.
Often, writers find themselves doing a lot more than just writing. They're essentially "project managing" their clients. This means gently nudging them, reminding them of deadlines, and making sure they provide the necessary information on time so the project can keep moving forward. It’s a lot like being a friendly guide, helping them through the process.
Why This Challenge Often Goes Unnoticed
So, why isn't this more widely talked about? A big reason is that there's often an unspoken assumption: clients will just be available and provide clear feedback automatically. The focus tends to be on the writer to "just write," as if the words will magically appear without much input.
But especially for complex projects, where the client is the main source of information and their unique perspective is essential, it's never just about one person. It truly needs to be a collaborative effort. The writer can't pull information out of thin air, and the client's voice is key to making the project authentic.
How AI Can Help Bridge the Communication Gap
The good news is that technology can lend a hand here. AI tools are starting to make a big difference in streamlining client communication, helping you get the input you need more efficiently.
- AI Notetakers: Imagine having an AI join your calls that automatically transcribes the conversation and even summarizes key points and decisions. This means you won't miss important details, and you'll have a clear record of client feedback without having to furiously type notes yourself. It frees you up to focus on the conversation.
- Spotting Inconsistencies Early: AI can also analyze client briefs, outlines, or any provided information to quickly identify areas where there might be contradictions, missing details, or unclear instructions. This helps you spot potential problems much faster and earlier in the process, allowing you to ask clarifying questions before you even start writing.
- Generating Clarifying Questions: Building on spotting inconsistencies, AI can go a step further. After analyzing the client's provided materials, it can suggest specific questions to ask your client to fill in gaps, clarify ambiguities, or resolve contradictions. This ensures you cover all your bases and get all the necessary details upfront.
- Scheduled Catch-Up Calls: If you're finding feedback delays, AI-powered scheduling tools can help you set up quick, regular check-in calls. These short, focused conversations can help clarify vague feedback or address potential shifts in direction before they become bigger problems. It's about being proactive and nipping issues in the bud.
Actionable Steps for the Ghostwriter:
- Embrace AI Notetakers: Look into tools that can record and transcribe your client calls. Use the summaries to quickly identify feedback and action items.
- Use AI for Brief Analysis: Before diving into a project, consider using AI tools to review client briefs and outlines. Ask the AI to highlight any ambiguities, inconsistencies, or areas that seem to contradict each other.
- Leverage AI for Question Generation: Once you've identified potential issues in the brief, use AI to help formulate precise questions for your client. This can save time and ensure you get the exact clarifications you need.
- Propose Regular Check-ins: Suggest brief, recurring calls (e.g., 15-minute weekly syncs) with your client, especially for longer or more complex projects. Frame it as a way to ensure alignment and keep the project on track.
- Prepare for Feedback Sessions: Before any call or request for feedback, clearly outline the specific areas you need input on. Provide guiding questions to help clients give focused, actionable responses.
- Summarize and Confirm: After receiving feedback (whether via AI notes or direct communication), summarize your understanding of it and send it back to the client for confirmation. This ensures everyone is on the same page.
Understanding this hidden demand in client communication can make a huge difference. It helps you prepare better, set clear expectations, and ultimately, deliver much smoother projects. By leveraging AI and proactive strategies, you can transform client interactions from a potential bottleneck into a seamless part of your workflow.
Need help using AI when managing client comms? Love to help out. Feel free to check out links in my description.