Every successful business serves multiple clients at once. However, multitasking is dangerous if it means compromising engagement and working with disorganized files.
It takes a lot of strategizing to give each client the attention they deserve. That includes staying organized.
Client information sheets are the key to managing multiple clients. They keep you on top of your projects by preventing mistakes and helping you stick to deadlines. So, if you run a business, you’ll want to take advantage of this useful tool.
Here’s everything you need to know about client information sheets and how to create the perfect template.
What Is a Client Information Sheet?
Just as it sounds, this document tells you everything you need to know about your client.
It usually includes basic information, such as:
- Company name
- Contact information
- Social media handles
It may also detail the client’s budget, internal resources, and other relevant information.
Typically, companies have their clients fill out information sheets when they first sign on. This ensures they have all the details they need to complete the project.
The Importance of Client Information Sheets
Some companies don’t have formal information sheets. They may ask their clients for details over the phone and jot it down. Or, they may ask for details via email.
The problem with this? The information is scoured all over the place. When you need certain details, you’ll waste time combing through files and emails. You may even have to ask your client for the details again, which they may find annoying and even unprofessional.
You can avoid all this by using client information sheets! They keep all the important details in one spot. This way, you’ll have everything you need to complete an important project. Your clients will respect your professionalism and admire your ability to stick to deadlines.
Organizing Your Client Information Sheets
It’s not enough simply to use client information sheets. You should have a system in place for sending them out and organizing them.
Many businesses make the mistake of using multiple methods to collect and store information. They may have some details in Word or Excel files while other details are specialized databases.
If you do this, you’ll run into the same problems we mentioned earlier. You won’t be able to quickly find phone numbers or emails when you need them most.
Using One Method
We recommend using one method to collect and store all of your client’s information. Send out a single form at the start of every contract. Your client will fill it out, send it back, and bam—you have all the details you need in one place. Keep the document somewhere where you can find it so you can reference it later.
Integrating Your Web Apps
Already have a large collection of client information spread across different apps? If this is the case, you could use a platform like Zapier.
This Zapier tutorial shows you how to integrate your web apps. This will consolidate client details, so you don’t have to comb through multiple platforms.
How to Create the Perfect Template
So, what should a client information sheet look like?
This is a tricky question to answer. Every business is different, meaning you’ll have to ask for details relevant to your industry.
1) Ask For Basic Information
All sheets should ask for basic information, including:
- Company name
- Contact info (phone numbers, emails, fax numbers, etc.)
- Physical address
- Website names
- Social media handles
2) Request Additional Details
In addition to the basic information, you may want more details, including:
- What kind of services the client wants
- What deadlines they’re working with
- How much they are willing to spend (you can do this subtly by, say, asking what they’re currently monthly marketing budget is)
- Their company’s goals, competitors, and other details relevant to their industry
This list is by no means exhaustive. Think about what details you may end up needing to complete the project. By asking for this information upfront, you save time later when you email the client asking for more details. You’ll also have all the information about clients in one spot for your team to see.
You’ll avoid reminding your staff of key details about the client when it’s all written on the sheet.
3) Keep The Details Short and Sweet
Of course, you want this form to be thorough. You should ask for all the key details and leave unnecessary information off. Your clients don’t want to spend hours filling it out.
Additionally, make the form easy to fill out. Be clear about what details you need. If you send a tedious, long-winded form, they’ll be more likely to leave spots blank or provide inaccurate information.
Keeping the form short and sweet is also beneficial to you. The final document will be something you can quickly skim through. When you need details, you won’t have to comb through irrelevant answers.
So, don’t add unnecessary questions just because you can. Only ask for details you need to complete the project. Trust us; your clients will thank you!
Send the Form at the Start of a Contract
This should be common sense, but make sure to send the form at the start of the contract. You’ll show your client that you’re serious about their project.
This will also save you the trouble of chasing them down later. You won’t have to badger them for the information you should already have while trying to meet a deadline.
Analyze Your Current Client Information Sheets
As you can see, client information sheets are crucial to a successful business. They prevent hiccups and keep you on top of your projects.
As a final thought, we recommend analyzing your current system.
Ask yourself the following questions:
Is there a better way to organize your current data?
And should you improve your process by asking for details from new clients?
Don’t make the mistake of getting stuck in your old ways. There’s likely a better method for sending and receiving information sheets. Do a complete overhaul and make improvements where necessary.
Minor adjustments like client information sheets go a long way towards improving your team’s workflow and clients’ satisfaction!