|| Print ||
|Friday, August 09, 2013|
BY TOM COX | BUSINESS TIPS CONTRIBUTOR
Joan was tearing out her hair. Her client was driving her nuts.
Every project with this client, it was some variation on the same thing — they took forever to approve anything, and then expected next-day turnaround from Joan’s team. Other times, in the middle of important discussions, they would just go silent, like a submarine avoiding the enemy.
When Joan tried to discuss the delays, or suggested charging a rush fee, the client would wig out.
I hear this a lot with my project-based clients — be they engineering firms, software, creative, construction, whatever.
And in a recent analysis of causes of how projects lose money, a few key drivers emerged as causing 80% of losses — the most common being client communications failures.
Why We Suffer
We allow projects to drift and run late for several reasons:
Unfortunately, these rarely have the desired effect. Clients push because they are trying to get as much ‘free stuff’ as we’ll give them — and they won’t know how much we’ll give until we stop. It’s our job to set firm boundaries.
What We can Do
For Joan, we actually counted all the ways projects got side-tracked or became “un-smooth.” (A correctly estimated “smooth” project makes money. An un-smooth project nearly always loses money.) We found that 83% of the problems were caused by this same trio:
For that client we devised what I now call the “TWIST Memo” — it worked for Joan and it very well might work for you.
The TWIST Memo
A TWIST Memo is a standard email you send to your client at least once a week in which you communicate with extreme clarity. This clarity leaves neither party any room to hide. It drives projects forward.
Here’s how to write a TWIST Memo.
Before you Begin
When you on-board your client or start your next project or re-launch a struggling project, introduce the TWIST Memo. Explain that you will regularly send them emails of this format. Explain that you’re doing it in order to make the project work. Show them an example.
This on-boarding of the client regarding TWIST memos makes it easier to follow through. Real accountability (not blame) is always front-loaded. (For a free assessment of your firm’s true level of accountability, click here.)
The TWIST Memo has five parts.
T = Thing I Need
In the first part you state exactly what you need — a decision, an approval, a marked up sheet, some text, whatever it is. Be super-clear on what you need.
Example: “I need you to send me back your choice of which of the attached three images we should use on the promotions page.”
W = When I Need It
Here you state the exact deadline, including the date, time, and even the Time Zone.
Example: “This decision needs to be in our hands no later than 3 PM on Friday of this week, 8/9.”
I = Impact of Missing It
Here you tell the client what happens if the deadline is missed.
Example: “If we don’t get your decision by then and you ask for an extension, the web page will launch late, or you’ll be charged a rush fee of $500.”
S = Silence Means What
Sometimes clients just go silent. They don’t approve anything, and they don’t tell you they’ll be late. In this section we handle that case explicitly by stating what exactly you will interpret their silence to mean.
Example: “If I don’t hear anything from you by the deadline and you don’t ask for an extension, I will select the image that I think is the best fit to the campaign theme, and we’ll move forward with it.”
T = Thank you
End by sincerely thanking the client. It’s short, and you must always include it.
Example: “Thank you for your business. We all appreciate your confidence in us.”
Moral of the Story
Clients will live up or down to your expectations.
For Joan, the drive to make every project be “smooth” led to a quadrupling of profitability. Meanwhile, stress and burnout went down.
Instead of letting your project get tangled and delayed, use a simple TWIST to keep things straight.
Tom Cox is a Beaverton consultant, author and speaker. He coaches CEOs on how to boost performance by building workplace trust.
Monday, July 06, 2015
Picking a business partner is not much different than choosing a spouse or life partner, and the business break-up can be as heart-wrenching and costly as divorce.
Monday, July 13, 2015
BY CHRIS NOBLE
Whether you're stepping out to work or onto the track, Pacific Northwest shoe companies have you covered.
Friday, July 10, 2015
BY GREGG MORRIS
Rita Hansen aims to scale natural gas vehicle innovation.
Wednesday, July 15, 2015
Oregon's roads are crumbling, and revenues from state and local gas taxes are not sufficient to pay for improvements. We asked readers if the private sector should help fund transportation maintenance and repairs. Research partner CFM Strategic Communications conducted the poll of 366 readers in February.
"I feel private enterprises are capable of operating at a higher efficiency than state government."
"This has been used in Oregon since the mid-1800s. It is not a new financing method. This form of financing may help Oregon close its infrastructure deficit by leveraging funds."
Monday, July 13, 2015
BY KIM MOORE | PHOTOS BY JASON E. KAPLAN
A New York floral and gift business takes on the iconic Harry & David brand.
Monday, July 13, 2015
BY AMY MILSHTEIN | PHOTOS BY JASON E. KAPLAN
Telemedicine, new partnerships and real estate diversification make health care more accessible in rural Oregon.
Friday, July 10, 2015
BY AMY MILSHTEIN
When gossip crosses the line.
|10 Innovators in Rural Health|
|The Private 150: From Strength to Strength|
|Farm in a Box|
|Preserving the Legacy|
|Flattery with Numbers|
|Downtime with Debra Ringold|
|Amazon earns $92M in profit|
|Under Armour bests Q2 earnings expectations|
|More than a hundred passengers forced to stay overnight at PDX|
|Immunization rates to be available to parents|
|CEO who pledged $70K minimum wage sued by brother|
|Toshiba executives resign over $1.2B accounting fraud|
|Elusive snow leopard captured in photos|
Court experience helps legal firm anticipate potential problems for clients and prevent expensive litigation.
When Garmin AT needed to consolidate operations for its 550 employees, it scanned its entire corporate map for possible sites.
The technology industry is always in flux. And this rapid rate of change poses challenges to companies ranging from nimble startups aiming to make their mark to established organizations fighting to remain relevant. This is particularly true in the competitive digital display market, where an Oregon company has been at the forefront of nearly every major breakthrough in the last three decades.
A look back at the shifting sands of Portland’s growth and development.
Robert S. Wiggins has joined Lane Powell as a Shareholder in the Corporate/M&A Practice Group. Wiggins is a well-known lawyer, entrepreneur, and investor with more than 30 years of experience leading and advising established and emerging companies in the Pacific Northwest. Wiggins will focus his practice on offering outside general counsel services, including general corporate and board representation, business transactions and capital events.
DEDICATION PARTY: Help the Port of The Dalles celebrate its newest shovel-ready industrial land Friday, July 31, from 1:30 to 4 p.m.