Arkady Katcherovski, Senior Project Manager at BirdviewA client project is a specific engagement or task that a business undertakes on behalf of a client to deliver a service, product, or solution. These projects can vary in scope, complexity, and duration, depending on the client’s needs and the nature of the work involved.
For example. A client project could involve implementing software, providing consultancy, engineering and IT services, or creating a custom marketing campaign.
Whatever the case, the ultimate goal is to meet the client’s expectations, deliver value, and strengthen the relationship between the service provider and the client.
Client Project Definition
A client project refers to any project your company undertakes on behalf of another organization. The key difference between a client project and an internal one is that the deliverables you produce are meant for the client, not your organization. In other words, the final output is designed to meet the client’s specific needs and goals.
A client project also often requires active participation from the client throughout the process. Instead of just handing over the finished product at the end, the client may be involved in various stages, offering feedback, approvals, and ongoing input.
What is a Client in Project Management?
In project management, a client is the individual or organization that commissions and funds the project. The client is the primary stakeholder whose needs and expectations shape the entire project. They define the project’s goals, set requirements, and are often involved at key stages, providing input, feedback, and approvals throughout the process. Essentially, the client is the entity that benefits from the final deliverables of the project.
A strong relationship with the client is essential for successful project management, as it ensures alignment between the project team’s efforts and the client’s expectations. This relationship is built on clear communication and collaboration.
What Does a Client Project Include?
A client project encompasses all the phases, tasks, and deliverables that your organization undertakes to fulfill a client’s needs and achieve their desired outcomes. It typically begins with understanding the client’s requirements and defining clear objectives, followed by planning, executing, and delivering specific services or products to meet those objectives. A client project includes a detailed project scope, outlining what will be delivered, milestones to track progress, timelines for each phase, and the allocation of necessary resources.
Additionally, it involves ongoing communication and collaboration between your project team and the client to ensure that expectations are met and that any changes or feedback are incorporated.
Throughout the project, managing client relationships, monitoring progress, and handling risks are key components to ensure successful completion and client satisfaction.
Essentially, a client project includes everything from initial discussions and planning to the final handover and support after the project is completed.
Client Onboarding in Client Project Management
One of the most critical aspects of managing a client project is the onboarding process. Onboarding is the phase where the service provider familiarizes the client with the process, sets expectations, and begins delivering the agreed-upon services. A smooth onboarding process is essential for ensuring client satisfaction, minimizing misunderstandings, and setting the stage for successful project execution.
Client onboarding is a crucial phase in client project management that sets the tone for the entire relationship between the service provider and the client. It involves familiarizing the client with the processes, expectations, and resources involved in their project, ensuring a smooth transition from the sales phase to project execution.
Effective onboarding begins with clear communication. It’s essential to outline the project’s scope, objectives, and deliverables upfront. This transparency helps manage client expectations and reduces the likelihood of misunderstandings down the line.
Engaging the client early and often fosters trust and collaboration, making it easier to navigate any challenges that arise during the project lifecycle.
In summary, effective client onboarding in project management is about establishing clear communication, building strong relationships, and providing adequate training.
The 6 Stages of Client Project Management
Managing client projects effectively requires a structured approach that takes the project through its various stages, ensuring clear communication, efficient resource use, and timely delivery. Below are the six key stages of the client project management life cycle, which outline the steps from project initiation to completion.
1. Project Initiation
The first stage is all about defining the project’s scope and setting expectations. This is where you and the client align on the project’s objectives, deliverables, timeline, and budget. Clear communication at this stage is crucial to avoid misunderstandings later on.
By integrating Birdview PSA with your preferred CRM, new clients and projects are automatically set up within the system, ensuring a seamless transition from sales to delivery.
2. Project Planning
Once the project is approved, it’s time to plan. This stage involves detailing the project’s structure, assigning tasks, scheduling resources, and setting deadlines. In client projects, planning is more complex because it involves both your internal team and the client’s input.
With Birdview PSA, you can create Gantt charts, manage resources effectively, and ensure that all involved parties have access to the project plan and timeline.
3. Project Execution
In this phase, the actual work begins. Your team starts working on tasks, and deliverables are created according to the plan. Client involvement here is often high, with ongoing feedback and approvals. Birdview PSA’s collaboration tools, including real-time updates, task tracking, and communication channels, ensure that both your team and the client stay on the same page throughout execution.
4. Project Monitoring and Control
Monitoring and controlling the project ensures that everything stays on track. It involves tracking progress, adjusting timelines, managing budgets, and resolving any issues that arise.
Birdview PSA offers powerful reporting features, allowing you to keep an eye on key metrics such as resource utilization, budget consumption, and project milestones, so you can make data-driven adjustments as needed.
5. Accounting & Billing
The accounting and billing stage is crucial in client project management, as it ensures that financial aspects are handled accurately and efficiently. This involves tracking all project-related expenses, generating invoices based on the agreed-upon terms, and monitoring payments.
Using PSA software like Birdview PSA can simplify this process by automating invoicing, providing clear visibility into financials and ensuring all billable hours and expenses are accounted for, improving cash flow, and promoting trust and transparency with clients.
6. Project Closure
Once all deliverables have been completed and approved, the project moves to the closure stage. This involves finalizing all paperwork, handing over the final product to the client, and conducting a project review.
It’s also the stage where feedback is gathered, and lessons learned are documented for future projects.
Examples of Client Projects Across Industries
Client projects can take many forms, depending on the industry. Here are a few examples:
- Marketing Agency: A client hires a marketing agency to develop and execute a comprehensive digital marketing campaign. The project includes creating content, managing social media, running paid ads, and tracking campaign performance.
- Software Development: A company contracts a software development firm to build a custom application. The project involves gathering requirements, designing the software, coding, testing, and deploying the application.
- Consulting Firm: A consulting firm is engaged by a client to improve their business processes. The project includes analyzing current operations, recommending improvements, and assisting with implementation.
- Engineering Company: A client engages an engineering firm to develop a new infrastructure project. This project encompasses various phases, including initial planning, detailed design, conducting feasibility studies, securing necessary permits, and supervising the implementation of the engineering solutions.
- Legal Services: A law firm is retained to handle a complex legal case. The project includes research, legal analysis, documentation, and representation in court.
Leveraging PSA Software for Effective Client Project Management
Professional services software is designed to address these challenges by providing tools and features that streamline the client onboarding process, improve collaboration, and ensure that every project runs smoothly from start to finish. Here’s how professional services software can help:
1. Centralized Project Management
Professional services automation software offers a centralized platform for managing client projects. This means that all information related to a client project–such as tasks, timelines, and resources–can be accessed and managed from a single location. This centralization helps reduce the risk of miscommunication and ensures that everyone on the team is aligned with the project’s goals.
For example, Birdview PSA allows teams to create detailed project plans, assign tasks, and set deadlines, all within one platform. This makes it easier to track progress, manage resources, and keep clients informed throughout the onboarding process.
2. Automated Workflows
One of the key benefits of professional services software is the ability to automate repetitive tasks and workflows. Automation can significantly reduce the time and effort required to onboard new clients by streamlining processes such as task assignments, approvals, and communication.
For instance, with Birdview PSA, teams can automate routine tasks like sending welcome emails, scheduling meetings, and updating project statuses. This not only saves time but also ensures that no steps are missed during the onboarding process.
3. Resource Allocation and Management
Managing resources effectively is crucial when onboarding new clients. Professional services software provides tools for resource allocation and management, allowing teams to assign the right people to the right tasks based on their availability, skills, and workload.
With Birdview PSA, project managers can view real-time resource availability and allocate resources accordingly. This helps prevent overloading team members and ensures that all onboarding tasks are completed on time.
4. Customizable Onboarding Processes
Every client is different, and their onboarding experience should reflect that. Professional services software allows teams to customize onboarding workflows to meet the specific needs of each client. Whether it’s adjusting timelines, adding specific tasks, or tailoring communication methods, the software provides the flexibility needed to deliver a personalized onboarding experience.
For example, Birdview PSA offers customizable templates and workflows that can be adapted to fit the requirements of different clients. This ensures that each client receives the attention and support they need during the onboarding process.
5. Enhanced Communication and Collaboration
Effective communication is key to a successful onboarding process. Professional services software includes built-in communication tools that facilitate real-time collaboration between team members and clients. This ensures that everyone is on the same page and that clients feel supported throughout the onboarding process.
Birdview PSA, for instance, offers features like shared dashboards, task comments, and client portal, allowing teams to communicate with clients directly within the platform.
6. Progress Tracking and Reporting
Professional services automation software provides real-time visibility into the status of client projects, making it easier to track progress and identify potential issues before they become problems. Teams can generate reports, monitor key performance indicators (KPIs), and ensure that onboarding stays on track.
Birdview PSA offers robust reporting features that allow project managers to generate detailed progress reports, track milestones, and measure the success of the onboarding process. This data-driven approach helps teams make informed decisions and continuously improve their onboarding efforts.
7. Keep your clients in the loop with a client portal
A client portal is a vital component of professional services software, providing clients with direct access to project information and updates. This platform enhances transparency by allowing clients to view project status, timelines, and deliverables in real time. With a client portal, teams can streamline communication, ensuring that clients are always informed and engaged throughout the project lifecycle.
Birdview PSA features a user-friendly client portal that enables clients to access important documents, submit requests, and provide feedback seamlessly.
Conclusion
Client project management can be both challenging and immensely rewarding. With careful planning, open communication, and the right tools, you can overcome obstacles and deliver successful projects that meet or even exceed client expectations. Always remember that each client is unique, and flexibility is key to adapting to their needs.
The tips and tricks shared in this article are meant to help you build a robust framework for managing client projects. Tools like Birdview PSA provide the support you need to manage resources, track project progress, and keep clients involved, helping you create a seamless experience for everyone involved.
Managing client projects effectively involves much more than just meeting deadlines–it’s about building lasting relationships, delivering real value, and demonstrating the kind of professionalism that encourages clients to keep coming back.
Streamline your client project management
with Birdview PSA
Related client projects management articles
9 Reasons to Let Clients Access your Project Management Tool
5 client management skills that every project manager needs
CRM & PSA Integration to Improve Workflow and Client Management
