20+ SAMPLE Client Management and Tracking

What Is a Client Management and Tracking?

Client management and tracking is a software or application that keeps track of a company’s relationships with each of its customers. Sales, marketing, and support teams frequently use data from client management and tracking to establish and cultivate customer relationships and turn them into loyal customers. The presence of a client tracking database would help you note the status of your clients. Simply put, client management and tracking enable businesses to manage their relationships with both new and existing customers. Your client management approach will have a significant impact on how your client will see you handle professional relations.

Effective Ways to Manage Clients

Building long-term relationships with clients are the key to success in any business. When you’re short on time, the best way to encourage and grow your relationships with each client is to practice both efficient and productive client management. Essentially, it is the way you manage a client’s working relationship to ensure the highest level of service and satisfaction. It entails determining what the client requires from you and measuring how well you meet those requirements. Exceptional customer management is well within reach when good communication and modern technology are combined. The curated list below will supplement your ideas and act as a client management and tracking application guide.

Maintain Constant Communication: Establishing a client’s preferred communication method is the first process in learning how to manage your client relationships efficiently. When you first meet with a client, be sure to inquire about the best mode of communication for them and the best time to contact them. If you show concern for your client’s preferences, they will appreciate it. Furthermore, you are more likely to receive a timely response and avoid having to repeatedly ask for the same information. It all comes down to proactive communication and expecting your client’s needs from the start. Afterward, all you will need to do is to maintain it.Invest in Cloud-Based Software: Client relations management functionality is included in good accounting practice management software. Getting the right software is critical for building your client relationships, from organizing client information to automating follow-up with clients. CRM tools keep track of what is going on with each client, when they need to be contacted, and what’s next in their case. You can import a file, add a task, add a note, and keep updating contact and dependent information all from one screen. Anyone on your team can view a Client Profile and become acquainted with that client in a matter of minutes.Have the Initiative: When managing clients, it’s critical to make follow-up a routine rather than something done only when attempting to close a client. If you are doing follow-up for any reason, make it automated. Every time you have to follow up with a client, it takes time to create and send new emails. You may be able to speed up follow-up with a CRM tool so that the software does it for you. You could potentially schedule all of a client’s follow-up appointments in one sitting and not have to return for the rest of the week. Though a strong initiative in knowing when to contact your clients could be your strong point.Openly Manage Client Expectations: When it comes to managing client expectations, the more your client knows about the work you will be doing on their case, the less concerned they will be with contacting you just to check in. The more proactive you are in setting expectations, the less likely your clients will try to get away with inappropriate behavior in your working relationship. If a client consistently fails to meet your expectations, consider taking a break from casework. For example, if you have requested forms from a client, set a deadline for when those forms must be submitted and stop working on the case until you have received all of the required forms.Schedule Tasks Weekly: Set aside time each week to schedule your client management tasks for the week to stay organized and efficient. Focus on what each client requires from you this week during this uninterrupted time. These and other tasks can be scheduled for the week to keep you organized and efficient. Furthermore, once you have incorporated client management into your schedule, treat it as a firm deadline. When it comes time to complete the tasks you have arranged, don’t put them off for another day. Nurturing your client relationships is just as important as the other work you do, and it will help you manage client expectations about future interactions.Make Use of Client Portals: A client portal’s most important function is client collaboration. You and your client can securely send each other documents, notes, requests, and questions by using a client portal. There will be no more unanswered emails in your client’s inbox. Documents will no longer be faxed. And no more waiting for your client to come into your office and hand you important documents. Your client can use their portal to send you any required documents from anywhere they have internet connectivity.Reject is Key: A client may request a service that is not the most practical or excellent for their casework. Rather than wasting your time and your client’s money on work you know will be fruitless, learn to say no to clients. When you decline a client’s request, be truthful and upfront about it, and offer a different solution that will be more beneficial to them. If you are unable to provide a solution for them within your company, you may consider referring them to a competing company with whom you have a good relationship for that specific service.Work Smart: It’s all too easy to commit to improving your client management skills but then become overwhelmed by the execution. Along with scheduling your week, Schedule time each day to complete tasks using the best tools at hand. Try to set aside some uninterrupted time each week to review each of your cases and determine what you can do to improve each client’s experience with your firm. Once you incorporate efficient client management into your schedule, it will become second nature and require less of your time.

Benefits of Managing a Good Client Relationship

The benefits of managing client relationships extend much further than running a business; they help you improve your relationship with current customers, find prospective customers, and retain those who have previously worked with you. So before you dive into the process of creating client management and tracking file, read this curated list first on the benefits of maintaining a good relationship with your client.

Enhances Customer Service: Maintaining positive client relationships helps to raise your overall customer service standards. Adding a personalized feel to existing business relationships enables you to treat each client as an individual rather than as a group. This system allows you to tailor the level of service to each customer’s priority status. Customer service will naturally improve as your company becomes more responsive and understanding. This will have a knock-on effect, reducing customer agitation and frustration while also improving turnaround times.Be Approachable to New Clients: Instituting a powerful CRM system could be exactly what your company needs to find new clients. It will assist you in keeping track of your current clientele and determining who you should target. Because you will be in contact with new prospects regularly, you must use CRM software to stay in touch with new clients. Create a solid web development proposal, for example, for any potential web development client. Certain B2B lead generation strategies can also be used to find new clients.Increase Customer Revenues: A valuable client Management tool that aids in the coordination of various types of marketing campaigns. You can tailor the program to your needs and filter data to avoid targeting clients who have previously purchased from you. This will eventually increase your customer revenue because you will be able to focus on clients who have never purchased from you before or who are interested in a specific product that you offer.Close Deals Faster: Implementing a CRM system allows businesses to close deals much faster because it leads to more effective responses and allows your sales team to better serve clients. People nowadays expect immediate responses. If you can quickly respond to their questions, you might just be able to convert their inquiries into transactions.Optimize Your Marketing Approach: The use of client management and tracking enables your company to comprehend the needs and behaviors of its customers. This is critical because it allows your company to determine the best time to market your product to the client. The software also provides much-needed information to the sales team about targeting a specific client, allowing you to tailor your marketing strategy. Using an optimized business strategy will help you save money and target only clients who are more likely to work with your company. This assists you in making better use of your company’s resources.

How to Make a Client Management and Tracking

You want to make the first impression on a new client that you understand them. You should fully understand their objectives, take notes on their concerns, and share your strategy for getting them from the starting line to the finish line. Use this client management and tracking dashboard to ensure you get all the important information down into a client’s file, set up a project plan for success, and follow up regularly to keep them up to date on how things are going, whether you are a Freelancer taking care of a client or an account executive working with new signup, this is the way you can strengthen your client management and tracking business.

1. Background Information

If you did not utilize software, then your next best option is to open a blank excel Spreadsheet. Label the file appropriately and designate each column starting with the customer or client’s names, their associated company, and their work function or position within said company. Information that is useful to know but is not required daily could be saved in the optional contact information worksheet, which is simply the contact list added to this workbook or sheet. When you make a contact, you fill out the last contact field with the date. Use the Settings worksheet to change the number of days used to determine when the cell should have its unique color.

2. Set Estimated Sale

This could be the average monthly or Annual Sales figure for active customers, which will help you easily see the value of maintaining that customer. This could be your estimate of the client’s potential monthly or annual sales for potential customers. If you have noticed that your client is not active in maintaining sales, then it may be time to contemplate whether or not to continue you managing them.

3. List Next Contact Date

It is critical to plan follow-up communication, so use the next column to record the date for the next contact and enter a code that describes what your next step will be. As mentioned above, you must have the initiative to set up dates for when you should follow up with your client on a matter you both have discussed upon.

4. Indicate Lead Status and Source

Two columns that you will also be needing to add are the lead status and lead source. The salesperson who is currently working with the prospect uses the lead status. These statuses are meant to keep the sales team organized. Marketing automation or sales typically set the status immediately following the prospect. A lead source is an initial channel through which a lead discovers your company. Social media, search engines, referrals, Events, and advertisements are all potential lead sources. CRM software, granular data, UTM parameters, and other solutions can help you manage your lead sources more effectively.

FAQs

What does client management mean?

Client management is the process of supervising and coordinating an organization’s interactions with its customers and prospective customers. It is important to note that “clients” and “customers” can differ depending on how and what they purchase from a company. A customer usually purchases a product or service after a brief interaction with a company. The customer frequently does not form a long-term relationship with the seller and, as a result, receives less personal attention. The ultimate goal of client management is to build and maintain good client relationships so that a company can retain more Customers and ensure long-term success.

What is the key to managing a successful client relationship?

Being completely open and honest with a client entails addressing the unknowns, and potential failures, talking through their difficulties and pains and getting to the heart of their needs. Be honest about your abilities, what you know, what you don’t know, and how long it will take to complete tasks. By establishing a consistent communication strategy with your client, you remove the expectation of immediate gratification and establish a predictable plan.

What is the role of a client manager?

A client manager will serve as a liaison between the company and clients. As a client manager, your primary goal is to improve and maintain positive client relationships while ensuring their satisfaction with the company and the products and services. To do so, you must have exceptional client relations, communication, and, of course, customer service skills. As a client manager, you will typically be responsible for answering client questions, resolving issues, and recommending appropriate products or services to them. In addition, you may be expected to process transactions, draft Proposals, and create account plans.

Creating a client management system will be challenging especially if you have a lot of data and not enough time to organize it. To help you have an efficient system, utilize software and this guide to utilize a format that has already been prepared for you. That way, you can focus on more important matters while also ensuring your client data remains neatly and safely kept.