Client Communication Management Template

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Effective client communication is crucial in the legal industry. This template helps you manage and track all client communications, ensuring no message is missed and timely responses are given. From setting up a communication tracker to training staff and reviewing the system, this template covers all essential steps to streamline client interactions.

By following this guide, you can improve client satisfaction and maintain organized, priority-based communication, making your legal practice more efficient and client-focused.

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Client Communication Management for Priority Matrix

Client Communication Management in Priority Matrix

Ensure timely and tracked communication with clients for enhanced satisfaction and efficiency.

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Proposed Tasks

Urgent and Important

  • Task 1: Set up a Client Communication Tracker (Due in 1 week)
    ☐ Choose a communication tracking software ☐ Set up client profiles ☐ Import existing client communication
  • Task 2: Prioritize Existing Client Communication (Due in 2 weeks)
    ☐ Review all existing communications ☐ Set priority levels based on urgency and importance
  • Task 5: Implement System with New Client Communication (Due in 5 weeks)
    ☐ Monitor new communications ☐ Ensure they are entered and prioritized in system

Important, Not Urgent

  • Task 3: Create a Response Time Policy (Due in 3 weeks)
    ☐ Determine appropriate response times for different priority levels ☐ Communicate policy to team
  • Task 4: Train Staff on New System (Due in 1 month)
    ☐ Prepare training materials ☐ Conduct training sessions ☐ Provide support and answer questions
  • Task 7: Monthly Report on Client Communication (Due in 2 months)
    ☐ Analyze data from tracker ☐ Prepare report ☐ Present findings and suggestions to team
  • Task 9: System Review and Updates (Due in 4 months)
    ☐ Review effectiveness of system ☐ Make any necessary updates

Urgent, Not Important

  • Task 6: Weekly Review of Communication Tracker (Due in 6 weeks)
    ☐ Check for any missed or late responses ☐ Address any issues
  • Task 10: Refresher Training for Staff (Due in 5 months)
    ☐ Prepare refresher course ☐ Conduct training sessions

Neither Urgent nor Important

  • Task 8: Client Satisfaction Survey (Due in 3 months)
    ☐ Prepare survey ☐ Send out to clients ☐ Analyze results