How to use a project tracking list to keep clients happy [tips + template]

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Hey r/entrepreneur! This is part of an ongoing series of posts I'm making on boosting freelancing/consulting skills. Previous topics have included working remotely like a badass and how to schedule your entire day.. I hope you find this useful. If you want to join a mailing list to be notified when new stuff comes up, I'll include a link at the bottom of the post. Thanks for reading!

Most independent consultants, myself included, have struggled with implementing a basic project tracking discipline with our clients.

The problem? Project tracking isn’t The Work, it’s the work around the work. In an ideal world, clients would just pay us to show up, perform our magic and then sail off to the next client with an umbrella. But in the real world, we owe our clients the transparency and coherence of The List.

What is “The List”?

The List is nothing more than a high-level, regularly updated project tracker, but it can make all the difference in your engagement. The transparency helps build trust. Because your client has a clear, succinct list of exactly what you’re working on at any given moment, they’ll feel more in control of the engagement in general.

Bottom line: if you’re in a client-facing capacity, you must have the list in some form or another. Structure your work around the list, and blue skies lie ahead. Deviate from the list, and you walk a dangerous path.

The List: Golden Rules

• Periodically reviewed with, or at least sent to, the client (I like weekly).
  
• Mutually Exclusive. Each project listed is a discrete line item (ideally something pulled directly from your SOW).
  
• Collectively Exhaustive: Every atom of work product you’re doing in the week is on that sucker. Take credit for everything.
  
• On Hold/Stopped/Completed projects are included as well, so the client never has to ask.
  
• The list is meticulously updated on an appropriate frequency. No missing weeks.
  
• The list is available to the client at any time.
  
• The list has easily-referenced historical versions, so you and the client can track week-over-week progress.
  

Why The List is awesome

The beauty of The List is that one document solves so many problems.

• Your client doesn’t have to wonder what you’re up to. It’s all there.
  
• The list helps surface blockers/bottlenecks. If your project is three weeks overdue, but your status each week was “Waiting for Marketing to send me the numbers,” you’re less likely to get blown up for it.
  
• Your growing list of completed projects is a consistent reminder of your value.
  
• If your client’s boss or CFO walks into their office with the quarterly budget, points at your expense line and says “What’s S/HE doing for us, anyway?” your client has the answer right there (Sounds aggressive, but it happens all the time).

So, what's this all look like in practice?

Here's a link to the exact template I have used with many of my clients.

Thank you for reading! If you found this useful and would like to be notified when I publish new tools, tips or best practices for freelancers & consultants, please consider subscribing to my list.

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