#Client Access, COR, Project Management

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The Value of Transparency: Project Time Tracking

Implementing a log of hours spent on each project per collaborator is a fundamental element in building trust between client and agency. When preparing a report, knowing the time it takes to complete tasks and understanding in more detail the reason for the agreed budget helps the client to see the evolution of the project in real time. In addition, having an illustration showing the time load of each contributor can provide a clear visual representation of the effort and dedication invested in the project, what we call “transparency in action”.

Transparency is crucial to maximize the client-agency relationship. Good communication prevents either party from becoming dissatisfied and encourages them to speak up for a successful project. Knowing the workload of a team helps to improve communication, leaving out uncertainties and putting on the table the details of what happens in the project with the assigned budget. An effective way to do this is to implement a record of hours invested in each project by each collaborator, and to prepare a report with this information that can be presented to the client. 

After preparing a report detailing the time and resources needed to complete the project, the client can see the evolution of the project in real time, know the time it actually takes to complete the tasks and understand in more detail why the budget was agreed upon.

Successful Renegotiations: Strategies for Satisfied Clients

It is essential that the agency has a thorough understanding of the client’s needs from the beginning of the project, clearly communicating objectives to the team to optimize efficiency and minimize delivery times. It is crucial that these objectives are specific, measurable and achievable, allowing the success of the project to be evaluated and strategies to be adjusted in future client negotiations. Also, making the client aware of the process helps to make visible the importance of communicating ideas in a concise manner, thus avoiding rework and burnout on the part of the collaborators.

To achieve better results in the future, it is essential that the client knows and understands the processes required to carry out a project. Hence the importance of transparency. When communicating, the client must feel understood and, whoever carries out the project, must record the resources used during the completion of the project. Then, thanks to knowing the process in detail, the number of rework requests can be reduced, a factor that helps to enhance the relationship between both parties. Proper planning can reduce unforeseen events and improve workflow and internal and external communication. Also, the client’s knowledge of the process helps the client to feel part of the project, giving rise to ideas and improvements that can accompany better communication.

Thanks to the correct recording of the hours and resources used, it is possible to detect if a project is successfully completed or if there is some aspect to be reviewed for the next time it is commissioned. When renegotiating with a client, the agency must clearly communicate the reason for the budget change, if any, and determine the new communication process by learning from the experience of the previous one.

Clients and Agencies: Transparency as a Fundamental Element of Success.

Each agency must define its ideal client model, understand its characteristics and recognize the importance of maintaining open communication by sharing progress, tasks and resources in real time. At the heart of a fruitful client-agency relationship lies the tripod of respect, trust and mutual understanding. 

This dynamic not only strengthens the partnership, but also guarantees effective and satisfactory results for both parties. Transparency plays a crucial role in this context, uniting and aligning the expectations and objectives of both parties. By being transparent in areas such as performance, billing and communications, agencies establish a solid ground for trust and ongoing collaboration.

It is essential that the client is aware of the roles involved in a project, as well as the hours and resources devoted to it. This transparency manifests itself in a variety of ways, including providing comprehensive details about the work done behind the scenes. This involves informing the client about the team’s involvement in the project, the hours spent and the resources used.

The implementation of a log of hours spent per collaborator emerges as a fundamental element to ensure transparency between client and agency. This approach allows a clear and detailed visualization of the time spent on tasks, as well as a deeper understanding of the agreed budget. Mutual understanding of the client’s needs and efficient resource management are fundamental pillars for the success of any project. This is how agencies can enhance ongoing collaboration and ensure effective and satisfactory results for both the client and the agency.

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