Guide to More Effective Client Communications

Set up a toll-free number

Toll-free numbers aren't just for Fortune 500 companies. Your current and prospective clients will appreciate being able to call you toll-free.

I recommend: VirtualPBX.com offers toll-free plans that include managing and routing calls. Toll Free Number.org specializes in small businesses. Sprint.com and ATT.com also offer toll-free services for businesses.

Make online communications more efficient

Corresponding by computer can be highly effective and instant messaging can make emailing even more personal. You can also establish private chat rooms just for clients and voice chats, allowing you to speak with them while online.

I recommend: Trillian and Easy Message support multiple instant messaging programs like AOL Instant Messenger, MSN Messenger, and Yahoo Messenger. For voice chat, check out Skype.com and Hearme.com. Get live customer service via LivePerson.

Send effective emails

Email can be ideal for reaching your current and potential clients with important information as alerts of via monthly newsletters.

I recommend: Get help managing email advertising and promotions, building client relationships, and administering opt-in mailing lists at Mailblast. Exact Target can create and redesign email newsletters. You can find newsletter templates and expert instruction for designing your own at MyNewsletterBuilder.

Host video conferences

Video conferencing is a great way to simulate face-to-face meetings. Use it to make presentations and introduce clients to new personnel they may work with.

I recommend: Mac users should check out iChat Av 3. Also, Webex.com and Polycom.com both offer video chat services and support.

Schedule regular conference calls to update important clients

Keep your clients abreast of important, complicated changes in product, strategy or timetables with regularly scheduled conference calls.

I recommend: Set up free conference calls for a maximum 96 callers at FreeConferenceCall.

Use interactive voice messaging to manage customer relations

Computerized messages can launch a new product and measure response.

I recommend: Companies such as SoundBite offer turnkey services.

Write persuasive personal email messages

Clear, concise writing is the foundation of effective communications.

I recommend: Review business writing tips and resources at Business Letter Writing.