The People

[COMPANY] team

[CLIENT] team

The communication strategy

A breakdown of how we’ll communicate with you throughout the project.

<aside> 👥 Meetings & conferences

Phone + Zoom: Our designated virtual meeting tools. Here’ the link: https://zoom.us/XXXX Otherwise, we can meet in person at the [COMPANY] office. We’ll chat once every two weeks on Tues at 10 am PDT.

[COMPANY] phone: (xxx) xxx-xxxx [CLIENT] phone: (xxx) xxx-xxxx

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<aside> 🗓 Project communication & weekly updates

Notion: Your PM will send you weekly updates on Tuesdays re: progress, budget, and next up activities. We’ll schedule a biweekly review of our development progress.

Available hours for communication: Mon–Friday, 9–5 PM PT

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<aside> 👁 Design sharing & feedback

Userback.io: An app that allows you to make comments and feedback right in the web browser. We’ll help you get set up and onboard you.

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<aside> ✅ Approvals

Notion: We’ll get your written feedback on design and content via Notion and provide a clear format for your approval.

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<aside> 📖 Content docs

Notion: We’ll keep all of our documentation within Google documents so we can edit seamlessly and provide each other with comments.

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🟢 Things that support your project

We work hard to make sure you get the project of your dreams complete on time and on budget. Here are some tips you can follow to help us do a better job for you.

Ask plenty of questions
Direct all communication through your point of contact (but include the project team on applicable conversations)
Keep all written communication in [tool name] (unless otherwise specified)
Respect everybody’s work hours
Meet your deadlines or…
Let the team know if you need to adjust a deadline as early as possible
Give good feedback
Read You’re My Favourite Client if you’re new to working with an agency partner
Let us know ahead of time if you’re going to be unavailable or on holiday during the project

🔴 Things that impact your project scope

We always do our best to keep all stakeholders informed and involved throughout the process. We’re happy to adjust the scope of work to meet your needs, we just want you to be aware of when that could happen. We’ll alert you as soon as we’re aware.

New stakeholders or voices are added to the project direction (especially Execs, Boards, and Legal)
Additional functionality needs are discovered
Approvals, payments, or client deliverables are late
Project goals or stakeholders are misaligned
Technologies create unintended complexity to development
Goals or needs change throughout the project
Contacting individual team members directly without including the point of contact
Not following our communication guidelines and tools