Client Communication Management Template

Client Communication Management in Priority Matrix

Effectively manage and prioritize client communications and meetings to ensure no client is left unattended.

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Proposed Tasks

Low Impact, Low Urgency

• Assess urgency communication system - due every month
  ☐ Assess the effectiveness of the system for handling urgent communications ☐ Make improvements as necessary
• Conduct annual team performance reviews - due every year
  ☐ Conduct annual performance reviews for the team ☐ Assess how effectively they are using the communication management system
• Evaluate client communication prioritization - due every month
  ☐ Evaluate how effectively client communications are being prioritized ☐ Make adjustments as necessary
• Monitor communication tracking system - due every week
  ☐ Monitor the communication tracking system regularly ☐ Ensure all communications are being tracked accurately
• Plan for future improvements to the communication management system - due every year
  ☐ Plan for future improvements to the communication management system ☐ Consider advancements in technology and changes in client needs
• Review and update communication management system - due every year
  ☐ Conduct a comprehensive review of the communication management system annually ☐ Make updates as necessary
• Prioritize client communications - due in 1 day
  ☐ Prioritize client communications based on the urgency and importance of their case
• Set reminders for follow-ups - due in 2 days
  ☐ Set reminders to follow up with clients after meetings or important communications
• Review follow-up reminders - due every 2 days
  ☐ Review follow-up reminders regularly ☐ Ensure no follow-ups are missed
• Schedule weekly client meetings - due in 3 days
  ☐ Block out time each week for client meetings ☐ Schedule meetings based on client availability and the urgency of their case
• Create a client database - due in 1 week
  ☐ Create a comprehensive database of all clients ☐ Include contact details and a brief overview of each client's case
• Create a system for urgent communications - due in 1 week
  ☐ Create a system to handle urgent client communications ☐ Ensure that these communications are attended to promptly
• Set up a communication tracking system - due in 2 weeks
  ☐ Set up a system to track all client communications ☐ Include details such as date, time, mode of communication and key points discussed
• Review and update client database - due every 2 weeks
  ☐ Regularly review and update the client database ☐ Ensure all information is current and accurate
• Develop a protocol for client meetings - due in 2 weeks
  ☐ Develop a protocol for conducting client meetings ☐ Include procedures for preparation, conduct and follow-up
• Train team on communication management system - due in 3 weeks
  ☐ Train the team on using the communication management system ☐ Ensure everyone understands their roles and responsibilities
• Review client meeting protocol - due every 3 months
  ☐ Review the client meeting protocol periodically ☐ Make updates as necessary
• Conduct client satisfaction surveys - due every 6 months
  ☐ Conduct client satisfaction surveys to assess the effectiveness of the communication management system
• Conduct team training refreshers - due every 6 months
  ☐ Conduct refresher training sessions for the team ☐ Ensure everyone is up-to-date on the communication management system
• Implement feedback from client satisfaction surveys - due every 6 months
  ☐ Implement feedback from client satisfaction surveys ☐ Make improvements to the communication management system as necessary