Here, we\u2019ll cover what project management for clients actually means and go over the four main stages. Then, we\u2019ll share some of our best project team strategies for your clients to help you navigate any situation. \ud83d\ude4c<\/p>\n\n\n\n
- \n
- What is Client Project Management?<\/a><\/li>\n
- Stages of Client Project Management<\/a>\n
- \n
- Initiation<\/a><\/li>\n
- Planning<\/a><\/li>\n
- Execution<\/a><\/li>\n
- Closure<\/a><\/li>\n<\/ul>\n<\/li>\n
- 7 Strategies to Improve Your Project Management Strategy With Clients<\/a>\n
- \n
- 1. Utilize project management software <\/a><\/li>\n
- 2. Leverage visual tools to onboard clients <\/a><\/li>\n
- 3. Establish clear communication plans<\/a><\/li>\n
- 4. Create a simple approvals process <\/a><\/li>\n
- 5. Create goals that are realistic, attainable, and transparent<\/a><\/li>\n
- 6. Visualize schedules, and set clear deadlines, timelines, and milestones<\/a><\/li>\n
- 7. Use a CRM to manage client relationships and improve reporting<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<\/div>\n\n\n\n
What is Client Project Management?<\/h2>\n\n\n\n
Client project management involves managing client communications<\/a>, expectations, and deliverables<\/a> while also overseeing the internal work required to meet client goals. It differs from normal project management in that the work involves ongoing input from a client or a deliverable specifically for your client, not your own business. <\/p>\n\n\n\n
There is some overlap with normal project management in day-to-day work. Project managers or team leads will schedule and assign tasks, create deliverables, and plan the project from start to finish. <\/p>\n\n\n\n
The difference with client projects is that you\u2019ll also need to establish client communication plans, manage scope creep, and build client relationships. Think of it as managing your internal team and also managing an external team of stakeholders.<\/p>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/10\/ClickUp-3.0-Image-Proofing-and-Annotation-Bundle-with-File-Upload.png\")
Share documents with team members in the task and collect feedback on design assets without ever leaving ClickUp<\/figcaption><\/figure>\n\n\n\nOne big difference in client management<\/a> is the communication component \u2014 and this is often where client project managers find themselves in difficult situations. Clients may not understand your industry as well as you do, and they also have their own profit pressures. <\/p>\n\n\n\n
They may make requests that your team can\u2019t meet. Other times, they may respond unkindly to progress reports or demand changes that aren\u2019t feasible. Your job as a client project manager is to use techniques to manage expectations, control conversations, and ensure customer success. <\/p>\n\n\n\n
4 Stages of Client Project Management<\/h2>\n\n\n\n
As a client project manager, you know all about the project lifecycle<\/a>, which is generally broken down into four phases: initiation, planning, execution, and closure. What you may not know is how each of these stages has unique components when applied to client projects. Here, we\u2019ll cover each stage and what to keep in mind.<\/p>\n\n\n\n
1. Initiation<\/h3>\n\n\n\n
This is the launch phase where you gather information and set project and client expectations. At this stage, you\u2019ll plan the budget, scope out an outline for the project schedule, and define deliverables and project details. \ud83e\udd14<\/p>\n\n\n\n
\n![\"Client](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/04\/Form-1-1400x970.png\")
\nCreate the form of your dreams and improve your intake process with ClickUp\u2019s customizable Form feature<\/figcaption>\n<\/figure>\n<\/div>\n\n\n\n Here, you\u2019ll take into account the client\u2019s needs, gather data, and lay the framework for a successful project both internally and with the client. While that may seem easy, it\u2019s critical to pay attention to detail at this stage.<\/p>\n\n\n\n
That\u2019s because it\u2019s easy to miss vital bits of information that can derail a project later on. A client may not know how to communicate what they want or need. If you don\u2019t work through that early on, you\u2019ll have issues down the road when managing expectations and deliverables.<\/p>\n\n\n\n
Focus on creating clear expectations, project objectives<\/a>, and project scope at this stage. Meet with the client several times, ensure you understand what they want, and repeat it clearly to show you\u2019re all on the same page.<\/p>\n\n\n\n
2. Planning<\/h3>\n\n\n\n
Next up, it\u2019s time to plan. This stage sometimes overlaps with the initiation stage but deserves its mention since it requires a significant amount of work. Here, you\u2019ll create a statement of work and create the project schedule \u2014 typically in a project management tool like ClickUp<\/a>. \ud83d\uddfa\ufe0f<\/p>\n\n\n\n
As a project manager, you\u2019ll lay out the project plan<\/a> and break it down into manageable tasks for both your team members and the client. Here, you\u2019ll add due dates for project work, establish clear milestones, and assign work to each person involved in the project.<\/p>\n\n\n\n
\n![\"Client](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/09\/Setting-Up-Task-Dependencies-in-ClickUp.gif\")
\nSet a clear order of operations by adding \u201cblocking\u201d or \u201cwaiting on\u201d dependencies between tasks and keep your team on track to know what to work on first<\/figcaption>\n<\/figure>\n<\/div>\n\n\n\n This also applies to clients. Think about where clients will need to give input like reviews and approvals. Consider if the client needs to provide something for your team to complete work. <\/p>\n\n\n\n
Create tasks for your clients, and establish realistic timelines for them to complete the work at hand. Be sure to communicate expectations and make it easy for the client to do their part.<\/p>\n\n\n\n
3. Execution<\/h3>\n\n\n\n
During the execution phase, your job shifts from planning to managing. Your team will get to work completing tasks that get them one step closer to your deliverables. Your role now involves monitoring the schedule to ensure everything stays on track. \u270d\ufe0f<\/p>\n\n\n\n
You\u2019ll need to step in as necessary to help team members overcome roadblocks. Plus, you\u2019ll have oversight of the workflows and need to take action if something gets missed, delayed, or produced incorrectly.<\/p>\n\n\n\n
\n![\"Client](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/03\/Chat-view-Attachment-3-1400x926.png\")
\nChat view stores all of your comments in ClickUp to quickly find any conversation<\/figcaption>\n<\/figure>\n<\/div>\n\n\n\n Your job as a communicator also takes center stage at this point in the client management process. You\u2019ll need to provide regular updates to your team, different departments, and the client. <\/p>\n\n\n\n
Plus, you\u2019ll need to referee any disagreements and help resolve conflicts that arise \u2014 whether it\u2019s within your own team or due to a client problem. That means providing guidance for team members navigating tricky conversations or stepping in to take over if there\u2019s a real problem.<\/p>\n\n\n\n
4. Closure<\/h3>\n\n\n\n
You\u2019ve done the work, your team has completed all objectives, and the client has received the established deliverables. But your work here isn\u2019t done yet. Now is the time to debrief and review the project. \ud83d\udee0\ufe0f<\/p>\n\n\n\n
Set time aside to go over what went well on the project and what needs improvement. Collaborate with team members to archive work and save templates that may be useful for future projects. Close out any unnecessary tasks, and clean up your project management workspace for the next project.<\/p>\n\n\n\n
\n![\"Client](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2022\/10\/email-templates-in-clickup.gif\")
\nBuild templates in ClickUp for effective email automation to cut manual tasks and save time<\/figcaption>\n<\/figure>\n<\/div>\n\n\n\n Now is also the time to connect with the client and see if there\u2019s any other work you can provide moving forward. Maybe there is a similar project they need help with, or they may recommend your professional services to another organization. <\/p>\n\n\n\n
How to Handle Client Projects: 7 Actionable Strategies<\/h2>\n\n\n\n
Now that you know the overall scope of the project management process for clients, you\u2019re probably wondering how you can be more effective. <\/p>\n\n\n\n
We\u2019ve put together a handful of strategies to try today for more successful client projects. From project management software<\/a> to communication tips, you\u2019ll find techniques to get the job done. \ud83d\udcaa<\/p>\n\n\n\n
1. Utilize project management software <\/h3>\n\n\n\n
Managing projects isn\u2019t straightforward. Depending on the scale of the work, you\u2019re juggling tasks for multiple departments, communicating with clients, and monitoring schedules across teams. \ud83d\udc68\ud83c\udffd\u200d\ud83d\udcbb<\/p>\n\n\n\n
Using a spreadsheet like Excel just isn\u2019t going to cut it. Instead, turn to a tool like ClickUp\u2019s project management software<\/a>. It offers hundreds of features, including task automation, prioritization, and multiple views to streamline workflows.<\/p>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/02\/image-33.gif\")
Get Started with Tasks<\/a><\/div><\/div>Set Recurring Tasks to streamline your work by choosing your meeting schedule and previewing it in your calendar in ClickUp<\/figcaption><\/figure><\/div><\/div>\n\n\n\n This project management software is entirely customizable so you can create a workspace\u2014or several!\u2014that\u2019s designed for your project needs. Build dashboards to manage project progress, and create a client dashboard<\/a> where customers can handle approvals, reviews, and give feedback.\u00a0<\/p>\n\n\n\n
Integrations with tools like Slack make communication faster and easier than ever. Instant notifications and task triggers keep work moving through the pipeline and update clients and stakeholders when milestones are met.<\/p>\n\n\n\n
Additional functionality includes mind maps for brainstorming in the initiation stage and wikis to build a knowledge base<\/a> for handling client communication. Plus, there are more than a thousand templates to create things like a project charter, statement of work, or client contract. <\/p>\n\n\n\n
2. Leverage visual tools to onboard clients <\/h3>\n\n\n\n
It\u2019s easy to get lost in pages and pages of words. Instead of updating clients with long-winded emails and formal statements, give them visual tools to see the project progress. <\/p>\n\n\n\n
ClickUp\u2019s multiple views<\/a>, including Kanban boards and Gantt charts, let clients visualize the work pipeline and see where things stand. They get a real-time look at the project status so they can check in without bugging you constantly.<\/p>\n\n\n\n
![\"ClickUp\u2019s](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/01\/ClickUp-Views-7.gif\")
Get Started with Views<\/a><\/div><\/div>ClickUp\u2019s 15+ views provide organizations with a wall-to-wall solution for every team<\/figcaption><\/figure><\/div><\/div>\n\n\n\n Control access by setting permissions and limiting the client\u2019s view to only tasks they need to see. Share the client portal early on and offer a quick training session or webinar to help them navigate the tool if they don\u2019t know how.<\/p>\n\n\n\n
Best of all, a client portal makes client onboarding<\/a> and launching a project easier. Add tasks for the client to sign their contract and provide feedback on suggested deliverables. Assign due dates, and use the portal to track communication and progress as the project gets started.<\/p>\n\n\n\n
3. Establish clear communication plans<\/h3>\n\n\n\n
One of the main hangups in client projects is communication. We all have different ways of communicating, and some of us are more clear than others. Cut through the noise and get to the heart of what your client expects by establishing clear communication plans and channels. \ud83c\udf99\ufe0f<\/p>\n\n\n\n
ClickUp\u2019s collection of communication plan templates<\/a> helps you manage the frequency, content, and objectives of your client discussions. Use them to create regular project updates, messaging strategies, and communication matrixes to keep everyone updated as needed.<\/p>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/02\/image-361.png\")
Get Started with Template<\/a><\/div><\/div>Use the ClickUp Communication Plan Template to create a process roadmap for seamless team and customer communication<\/figcaption><\/figure><\/div><\/div>\n\n\n\n Once you have a communication plan in place, automate notifications in your project management platform to send updates or reminders to connect with the client.<\/p>\n\n\n\n
4. Create a simple approvals process <\/h3>\n\n\n\n
Another roadblock managers on client-facing projects see is a delay in approvals on the client side. Whether you\u2019re invoicing, sending pricing contracts, or seeking approval for a draft deliverable, getting the client\u2019s buy-in is key.<\/p>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/04\/image-31.gif\")
Get Started<\/a><\/div><\/div>ClickUp Whiteboards is your centralized, visual hub to collaboratively turn team ideas into coordinated actions<\/figcaption><\/figure><\/div><\/div>\n\n\n\n Use ClickUp to create a streamlined approval workflow<\/a> for requesting, tracking, and approving the next steps. Hop into the visual Whiteboard<\/a> to brainstorm the approval process with team members or show a client what to expect. Create tasks, update assignees, and add tags to speed up the review process.<\/p>\n\n\n\n
5. Create goals that are realistic, attainable, and transparent<\/h3>\n\n\n\n
A surefire way to trip up your project from the beginning is to set goals that aren\u2019t realistic, clear, or attainable. Since clients aren\u2019t project management experts, they may propose ideas that won\u2019t work in your industry.<\/p>\n\n\n\n
Another thing to watch out for is clients who think they know what they want, but their words or actions may not reflect those desires. Your job is to manage their expectations by explaining what\u2019s feasible and what isn\u2019t. The clearer you are, the better you\u2019ll set yourself up for success. \ud83d\udc40<\/p>\n\n\n\n
Use a tool like ClickUp\u2019s Client Success Template<\/a> to get inside your client\u2019s head and understand their expectations. It\u2019s a great way to show that you care about your customer experience. Plus, you\u2019ll be on the same page or at least generate ideas for discussion when it comes to deliverables.<\/p>\n\n\n\n
![\"Customer](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/04\/c3.jpg\")
Get Started<\/a><\/div><\/div>You can stop customer churn in its tracks with this template by ClickUp<\/figcaption><\/figure><\/div><\/div>\n\n\n\n Once you\u2019ve come to an agreement on project deliverables<\/a> and goals, write them down in a tool like ClickUp Docs<\/a>. This way, you have a record of your discussion and can manage scope creep against the agreed plan. Plus, these documents are sharable, making it easy to communicate changes and goals directly with your internal team.<\/p>\n\n\n\n
6. Visualize schedules, and set clear deadlines, timelines, and milestones<\/h3>\n\n\n\n
As with all projects, staying organized and planning ahead is the key to success. Start by using a tool like ClickUp for task management<\/a> and setting schedules for the project. Use the different views to get an idea of each team member\u2019s workload and to assign tasks on a realistic timeline.<\/p>\n\n\n\n
\n![\"ClickUp's](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2023\/01\/ClickUp-Timer-Tracker-Timer-Manual-Rangge.png\")
\nAccurately record time spent on tasks and projects in ClickUp<\/figcaption>\n<\/figure>\n<\/div>\n\n\n\n Integrate a time-tracking tool to see how long each task takes, and adjust the schedule as needed. Build checklists to keep the project team up-to-date on the project status and what\u2019s next in the pipeline.<\/p>\n\n\n\n
7. Use a CRM to manage client relationships and improve reporting<\/h3>\n\n\n\n
If you\u2019re in customer-centric work, chances are you work with more than one client at a time. Keeping track of their data, communications, and projects can be tricky if you\u2019re not organized. Use ClickUp\u2019s CRM<\/a> to monitor customer satisfaction, centralize client outreach, and build databases for improved reporting. \ud83d\udcc8<\/p>\n\n\n\n
Store contacts to make it easy to reach out to clients at a moment\u2019s notice, and add custom fields for accounts, projects, and communication styles. Use CRM templates<\/a> to save time when drafting client information, tracking client health, and improving reporting processes.<\/p>\n\n\n\n
![\"ClickUp](\"https:\/\/clickup.com\/blog\/wp-content\/uploads\/2025\/05\/image-161.png\")
- 2. Leverage visual tools to onboard clients <\/a><\/li>\n
- Planning<\/a><\/li>\n
- Stages of Client Project Management<\/a>\n