Client Management Systems: Tips for Coaches & Online Service Providers

In today’s post, I'm going to share my top client management tips, focusing on systems you can implement to stay on top of your client work, deliver amazing results, and save mental energy.

If you're a coach or an online service provider, you know that managing clients effectively can be the difference between a thriving business and one that's constantly scrambling to keep up.

Either keep reading or watch the video below:

As someone who’s been in the thick of it, juggling multiple clients while trying to scale my business, I understand the struggle. There was a time when my inbox was overflowing, I missed deadlines, and I was constantly stressed out because I didn’t have the right systems in place. But once I started using the strategies I'm about to share with you, everything changed. My business became more organized, my clients were happier, and I felt more in control.

Ongoing Client Management

Managing clients on an ongoing basis isn’t just about delivering results—it’s about building and maintaining strong relationships.

This involves regular check-ins, updating your clients on progress, addressing their questions and concerns promptly, delivering milestones on time, and gathering feedback to continually improve your services.

For example, let’s say you’re a business coach. One of your clients, is launching a new product, and you’re guiding her through the process. To ensure Sarah feels supported and informed, you might schedule a weekly check-in call to review progress, discuss any challenges, and plan the next steps. During these calls, you can provide updates, set expectations for the upcoming week, and make sure Sarah knows you’re there to support her every step of the way.

This kind of proactive communication not only keeps your clients happy but also helps you manage their expectations, reducing the chances of misunderstandings or missed deadlines.

Using Work Management Tools like Asana

Now, let’s talk about tools—because they make it so much easier on you.

Work management tools like Asana are game-changers when it comes to staying organized and efficient.

In Asana, you can create recurring tasks for those regular client check-ins I mentioned earlier.

For instance, you can set a task to remind you every Monday morning to check in with your client about her product launch.

You can also use Asana to track project progress and milestones. This is incredibly helpful when you’re juggling multiple clients and projects because you can see at a glance what’s on track, what’s falling behind, and where you need to focus your attention.

But it doesn’t stop there. Asana also allows you to set up reminders for deadlines and important dates.

This means you’ll never forget a critical milestone or deliverable, which is key to keeping your clients happy and your projects running smoothly.

Now, I want to hear from you! What’s your biggest challenge when it comes to managing clients? Is it staying on top of communication? Keeping track of deadlines? Or maybe something else entirely? Drop a comment below and let me know!

Different Ways to Manage Clients in Asana

Asana is so flexible and customizable.

There are different ways you can use it to manage your clients, depending on your business model and preferences.

1) Using Your Account for Admin Work

You can keep everything in one account and organize your projects by client, and within each project, you can break down the tasks into categories like communication, deliverables, and deadlines. This makes it easy to stay on top of everything without having to switch between different tools or platforms.

If this looks like something you’d want to implement in your business, I’ve got you covered. You can get my exact system templates for Asana in my Asana Essentials toolkit, which will save you hours of setup time and help you get organized quickly. Click here to get started now!

2) Setting Up a Client Portal

If you want to have your clients in your Asana account, you can give your clients access to their own project or team and set up a client portal within Asana. This allows your clients to see the progress of their projects, access shared documents, receive tasks from you, and communicate with you directly within Asana. It’s a great way to keep everything transparent and ensure your clients are always in the loop.

3) Switching Between Accounts

Alternatively, If you’re invited as a guest in your clients’ Asana accounts, you can easily switch between your account and theirs throughout the day. This is especially helpful if you’re managing multiple clients who also use Asana for their businesses. You can keep your work organized in your account while still being able to collaborate directly with your clients in their accounts.

Best Practices for Strong Client Management

Let’s talk best practices—because having the right tools is just one part of the equation. Maintaining strong client management also requires good habits and consistent practices.

Keep All Client Communication and Documents Organized

Make sure everything related to your client work—emails, notes, contracts, feedback—is stored in one place. Asana is great for this because you can attach documents directly to tasks, keep communication threads organized, integrate with your email, and ensure that all relevant information is easily accessible.

Use Asana's Calendar View

The calendar view is amazing for seeing upcoming deadlines and meetings at a glance. This way, you can plan your week more effectively and ensure that you’re always prepared for what’s coming next.

Regularly Review and Update Your Projects

Make it a habit to review and update your Asana projects regularly. This ensures that nothing falls through the cracks and that you’re always on top of your tasks. Set aside some time each week to go through your projects, check off completed tasks, and adjust deadlines or priorities as needed.

If you want to get organized and take your client management to the next level, trust me and start using Asana.

You can get started with your first system with a free resource I'm offering you—my Asana SOP Bank System. You can plug it directly into your Asana account and start using it immediately! Click here to grab it now!

Managing clients doesn’t have to be stressful or overwhelming. With the right systems and tools in place, you can stay organized, keep your clients happy, and grow your business without burning out.