The Art of Setting Work Boundaries

When, Where, and How Clients Can Contact You

SMALL BUSINESSHOW TO

Suzie Jacobs

8/1/20243 min read

The Art of Setting Work Boundaries: When, Where, and How Clients Can Contact You

In the modern world, the boundaries between work and personal life are increasingly blurred. With the rise of remote work and the expectation of constant availability, setting clear work boundaries has become essential. Not only do these boundaries protect your well-being, but they also ensure a professional and efficient working relationship with clients. Here’s a comprehensive guide on how to establish and communicate these boundaries effectively.

When Clients Can Contact You
Define Your Working Hours

Establishing specific working hours is crucial. Make sure to:

  • Communicate your working hours clearly to your clients. Include these hours in your email signature, on your business website, and in your initial conversations with clients.

  • Stick to these hours consistently. This helps clients know when they can expect to reach you and ensures you have dedicated personal time.


Handle After-Hours Communication

Inevitably, there will be times when clients try to reach you outside of your designated working hours. To manage this:

  • Set up an automatic email response outside of working hours, informing clients of your availability and when they can expect a response.

  • Use project management tools or communication platforms with status settings (like Slack or Microsoft Teams) to indicate when you are unavailable.

Where Clients Can Contact You
Choose Preferred Communication Channels

Specify the channels through which clients can contact you. These might include:

  • Email: Ideal for formal and detailed communication. It allows you to keep a record of all conversations.

  • Project Management Tools: Tools like Asana, Trello, or Basecamp can streamline communication and keep all project-related discussions in one place.

  • Instant Messaging Apps: Use apps like Slack or Teams for quick questions and updates, but set expectations for response times.

  • Phone Calls or Video Conferencing: Reserve these for in-depth discussions or when real-time communication is necessary.


Manage Communication Channels

To prevent overload and maintain organization:

  • Designate specific times during the day to check and respond to emails or messages.

  • Use filters and folders to organize emails and prioritize urgent messages.

  • Consider having separate work and personal communication tools to prevent overlap.

How Clients Can Contact You
Set Clear Communication Guidelines

Guidelines help clients understand the most effective way to communicate with you:

  • Provide clear instructions on how to format emails or messages, especially for important updates or requests.

  • Encourage the use of subject lines in emails that clearly indicate the purpose of the message.

  • For project-related questions, request that clients provide all necessary details upfront to minimize back-and-forth communication.


Establish an Emergency Protocol

Define what constitutes an emergency and how such situations should be handled:

  • Create a separate channel for urgent matters, such as a specific email address or phone number.

  • Communicate what kinds of issues are considered urgent and deserving of immediate attention.

Communicating Boundaries to Clients
Be Proactive and Transparent

From the start of your relationship with a client, make sure to:

  • Discuss your working hours, preferred communication channels, and response times during your initial meetings.

  • Include these details in your contracts or agreements to formalize them.


Reinforce Boundaries Regularly

Boundaries need to be maintained and sometimes reminded:

  • Periodically remind clients of your working hours and communication preferences, especially if boundaries start to blur.

  • Lead by example by respecting your own boundaries and not responding to non-urgent communication outside of working hours.


Offer Flexibility with Limits

While boundaries are essential, some flexibility can improve client relationships:

  • Be open to occasional after-hours work for critical deadlines, but ensure it is the exception rather than the rule.

  • Charge a premium for after-hours work to emphasize its importance and maintain its rarity.

By setting and maintaining clear work boundaries, you can create a productive and respectful working environment. This not only enhances your efficiency and job satisfaction but also fosters positive and professional relationships with your clients. Remember, boundaries are about respect—for your time, your personal life, and your mental well-being.

Photo by Erin Larson on Unsplash