Do any of you use something akin to a "phone script" when going over a project with a client. I'm wondering how you avoid 30 phone calls with questions and the wasted time not giving them what they REALLY wanted the first time. Edits are fine, but starting over after 12 hours of collating and extracting info is not cost effective. When you work with someone in the next office as these questions come up you ask, and over time you learn to anticipate what your boss will want, you also learn what they are trying to provide to recipient of the "project" but I think it would look like you have no idea what your doing in the VA environment if you have to contact them repeatedly to clairify things that YOU didn't think of at the initial meeting.

Thanks

Actually, I insist that all particulars relating to a project must be discussed via email - so that requests are clarified in writing. After the initial phone call to get basics settled, email has always worked best for me. There's virtually no misunderstanding as to what it is that will happen on the project and I've got a written guideline to follow - ensuring the project stays on track. It's also a great way to keep a record of changes in the initial request and have a written record of any revised estimates that are sent to the client as a result.

I think with big projects though questions are inevitable, and I take them as a matter of course. Again, clarifying via email - I just find that the written communication is much more clear and less prone to error than a live conversation. In the end, this method saves plenty of time.

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Tell it, Tess! That's the simple truth. Get it in writing.
I don't know how new you are to the biz, Reyasyan, but I wouldn't worry much about this issue in that every client is so totally different, and comes to you with different expectations. More than asking questions during your first conversation, you need to just listen carefully, and figure out from that what they're after. You can get the specifics later by asking questions that are directly related to the task.

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Mary H. Ruth/Virtual Writing & Communications
http://www.writingVA.com

I agree. I can only echo those things said by Tess and Mary. Having everything in writing not only keeps things clear but it also protects you in the event of a "change of mind" that was not part of the original quote on the project. Good luck!

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Administrative Support Group
Jenifer D

I have the intial phone consult to find out all the particulars then follow up with an email outline of our conversation so that we both have everything in writing and can see if any tasks have been missed or need adjusted.

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Lee Drozak
My Office Assistant

Totally agree about getting everything in writing.

Also, if you're doing a document/spreadsheet that's going to change a million times, it's worth adding a tracking sheet with different version numbers and notes of each change.

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"Instead of looking for things that have gone wrong and trying to fix them...Look for things that went right and try to build on them" Tom Peters

Thanks for all the input. I wasn't worried about it until discussing the business plans with a friend / coworker she asked how I would ever know what kind of questions to ask and how to make sure I got all of the needed info. Right up until that moment I never thought of it as an issue, but 6 hours and 2 glasses of wine later my whole business is falling apart because I have no idea what to ask clients once I get clients. I like the email idea. The more I read about this type of business the more it seems that the less actual "human" contact you have the smoother things run. Boy do I like that idea. Don't get me wrong I'm just looking forward to a nice quite work environment. The volume of the office of my day job is ridiculous.

We are still in the planning stages. Had hoped to be up and running by Jan 1st; life interfered but then kindly pointed out the fact that we weren't really ready anyway. New kick off date is April Fool's day. (ha ha)

Thanks again. This is such a great place to get info and help.