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Keeping in Touch with Clients as a Remote Professional: Best Practices

As a remote professional, keeping in touch with clients is critical to your success. The rise of virtual work has made it essential to have effective communication strategies and maintain strong relationships with clients. In this blog, we will discuss in-depth some of the best practices for keeping in touch with clients as a remote professional.

Establish Clear Communication Channels

The first step to keeping in touch with clients as a remote professional is to establish clear communication channels. Communication is key when working remotely, and it’s essential to identify the preferred method of communication for your clients. This could be email, phone, or video conferencing. Once you have identified the preferred method of communication, it’s essential to set expectations for response times. Ensure that your clients know how and when to reach you and establish regular check-ins to keep them updated on project progress.

When setting expectations for response times, it’s crucial to be realistic. As a remote professional, you may have multiple clients and projects, and it may not be possible to respond immediately to every message or email. However, it’s essential to respond as soon as possible, especially to urgent messages.

Schedule Regular Meetings

Regular meetings are essential to keep in touch with clients and ensure that everyone is on the same page. Schedule weekly or bi-weekly check-ins to discuss project status, address any concerns, and provide updates. Use this time to build relationships and understand your clients’ needs and expectations.

When scheduling meetings, be mindful of time zones and ensure that the meeting times work for everyone involved. Use video conferencing tools like Zoom, Skype, or Google Meet to make the meetings more engaging and interactive.

Provide Timely Responses

As a remote professional, you are not physically present with your clients, so it’s crucial to respond to their messages and emails quickly. Timely responses show your clients that you value their time and are committed to meeting their needs. Set aside time each day to check your inbox and respond to any urgent messages promptly.

It’s also essential to manage your clients’ expectations regarding response times. If you are working on a project that requires significant time and attention, communicate this to your clients and let them know when they can expect a response.

Be Proactive

Proactivity is critical when working remotely. As a remote professional, you need to take the initiative to reach out to clients with updates on projects or to ask if they need any assistance. This shows that you are invested in their success and are willing to go above and beyond to meet their needs.

Being proactive also means identifying potential issues and addressing them before they become significant problems. For example, if you anticipate a delay in project delivery, communicate this to your clients and provide a new timeline. By being proactive, you demonstrate your commitment to your clients’ success and build trust and credibility.

Use Collaboration Tools

Collaboration tools such as Trello, Asana, and Slack are excellent for keeping in touch with clients. These tools allow you to share project updates, collaborate on documents, and communicate in real-time. By using collaboration tools, you can keep your clients informed and involved in project progress.

When using collaboration tools, it’s essential to ensure that your clients understand how to use them. Provide training or tutorials if necessary and encourage your clients to ask questions or seek clarification on any aspect of the tool.

Show Empathy

Remote work can be isolating, and it’s essential to show empathy when communicating with clients. Take the time to understand their challenges and concerns and offer support and guidance where you can. Showing empathy builds trust and strengthens relationships with your clients.

Empathy also means being mindful of your clients’ work-life balance. Remote work can blur the lines between work and personal life, and it’s essential to respect your clients’ time and boundaries. For example, if you receive a message or email outside of working hours, wait until the next working day to respond unless it’s urgent.

Provide Value

As a remote professional, your clients rely on your expertise and knowledge to help them achieve their goals. Providing value means sharing your insights and recommendations on project strategies or offering additional services that may benefit their business. By providing value, you become a trusted partner and advisor to your clients.

When providing value, it’s essential to ensure that your recommendations or services align with your clients’ goals and objectives. Avoid making assumptions about their needs and always seek their input and feedback.

Be Transparent

Transparency is critical to maintaining strong relationships with your clients. Be honest about project progress, deadlines, and any challenges that may arise. By being transparent, you build trust and credibility with your clients, which is essential for long-term success.

Transparency also means communicating any changes to project scope or timelines. If you need to adjust the project scope or timeline, communicate this to your clients and provide a new timeline or budget if necessary.

Be Organized

As a remote professional, being organized is crucial to your success. Use project management tools to keep track of project timelines, deadlines, and deliverables. Create a system for storing and organizing client files and documents, so you can quickly access them when needed.

Being organized also means keeping track of client feedback and input. Use client feedback to improve your work and show your clients that their opinions are valued.

Follow Up

Following up with clients after a project is complete is essential for maintaining relationships and ensuring their satisfaction. Ask for feedback on the project and use this feedback to improve your work in the future. Follow up with clients regularly to see if they need any assistance or if there are any new projects you can help them with.

Following up also means thanking your clients for their business. A simple thank you message or gesture can go a long way in building strong relationships.

Focus on Results

As a remote professional, your clients hire you to achieve results. Focus on delivering high-quality work that meets their needs and exceeds their expectations. Communicate progress and results regularly to show your clients that their investment in your work is paying off.

Focusing on results also means being accountable for your work. Take responsibility for any mistakes or issues that arise and work with your clients to find solutions.

Be Flexible

Flexibility is essential when working remotely. Be open to adjusting your work schedule or communication methods to meet your clients’ needs. Be willing to adapt to new project requirements or changes in project scope.

Being flexible also means being adaptable to your clients’ work styles and preferences. For example, if your client prefers to communicate via phone rather than email, be willing to accommodate this preference.

Build Trust

Trust is the foundation of any successful relationship, and it’s essential when working remotely. Build trust with your clients by delivering high-quality work, communicating regularly, and being transparent and honest. Show your clients that you are invested in their success and that their satisfaction is your top priority.

Building trust also means being reliable. Follow through on your commitments and deliver projects on time and within budget.

Stay Up-to-Date with Industry Trends

As a remote professional, staying up-to-date with industry trends and best practices is essential to your success. Attend industry conferences and webinars, read industry blogs and publications, and network with other professionals in your field.

Staying up-to-date with industry trends also means being adaptable to new technologies and tools. Embrace new tools and technologies that can help improve your work and provide better results for your clients.

Celebrate Your Successes

As a remote professional, it’s essential to celebrate your successes and achievements. Take the time to acknowledge your hard work and accomplishments and share them with your clients. Celebrating your successes builds confidence and motivation and demonstrates to your clients that you are committed to delivering high-quality work.


In conclusion, keeping in touch with clients as a remote professional requires clear communication channels, regular meetings, timely responses, proactivity, collaboration tools, empathy, providing value, transparency, being organized, following up, focusing on results, being flexible, building trust, staying up-to-date with industry trends, and celebrating your successes. By implementing these best practices, you can build strong relationships with your clients and become a successful remote professional.

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