If your project is going smoothly, but your client is unaware of it, then it's not really running correctly. Regardless of your project, it's always about how well you communicate it to your client. 

And yes, we all know that frequent questions about the project status, confusing approval processes, and feedback via voice messages can often be nerve-wracking and time-consuming. 

The solution? 

Bring your clients directly into the project! 

How to implement this best is explained in this article, which provides a clear step-by-step guide along with a practical example, so you no longer have to be annoyed by pesky emails in the future.

Why you should involve your clients 

Do you know this? 

You just checked off the next task, everything is running smoothly, and then here it comes again, the infamous status update email. 

And quicker than you think, your focus is lost, time goes by, and your once well-structured process starts to crumble. 

This is exactly where the project management tool Proyex comes into play. 

You involve your clients directly in Proyex. They automatically keep track, just like you do. Your clients see what is important to them, including the current project status, and they can provide feedback exactly where it's needed.

With Proyex: Project communication that leaves no questions unanswered

As mentioned above, your clients are directly involved in the project in Proyex. From project status and task distribution to feedback and approvals. Everything you need is directly in one place. This avoids misunderstandings and delays, allowing you to focus on advancing the project. 

Step-by-step guide: How to work with your clients in Proyex

This is how you bring structure to your collaboration and keep your clients updated: 

1. Create a project 

Start with a clean setup. You can create your project with a few clicks: project name, description, and start date. 

2. Structure tasks and milestones

Break your project down into clear tasks and milestones. Within a milestone, you can flexibly create tasks. Add descriptions, checklists, and deadlines, and upload files if needed. 

Tasks can be marked as "Open", "In Progress", "Completed", or "Delayed". This way, you and your client always stay on top of things. As soon as all associated tasks of a milestone are completed, it is automatically marked as "done".

💡Tip: You can also use an existing template – ideal if you regularly implement similar projects. You can see exactly how that works in the practical example. 

3. Create client access – without account obligation

Your clients should be able to participate without having to register somewhere first. This works easily via the “Guests” button at the top right of a project. Just enter your client's name and email address and add them to the project. 

Optionally, you can set which areas your client can view (tasks, milestones, approvals, etc.). 

They will then receive an email with an access link and do not need to create a personal account as a guest. Access is GDPR-compliant and secure, so you don’t have to worry about data protection. You can find more on the topic here: Data protection without stress: All about the GDPR.

💡Tip: Only share what is really important with your clients. This way, they maintain a better overview and avoid stress with tools and accounts. 

4. Mark tasks for approval

For each of your tasks, you can decide whether your client should approve it. Specifically, this means that once you have marked a task as "completed," your client will automatically receive a notification and know that it’s their turn. They can then approve the task or request a revision with a comment. 

💡Tip: Combine your approval with a clear deadline to help you stick to the overall project schedule more easily.  

5. Collect feedback and implement changes 

Your client has now requested a revision after you provided them with the initial drafts. The first round of revisions begins. You can add your client's comments directly to milestones and tasks, so all your exchanges remain in one place. 

Benefits for you and your clients

With the step-by-step guide, you have already seen how easy it is to involve your clients in your project. But what it brings to you and your clients, you'll find out now:

• More overview and transparency: Your client has a clear overview of the project status at all times. Thus, there are no open questions; your client always knows what is next and what has already been done. 

• Efficient communication: The infamous status update email is a thing of the past. All comments and feedback are directly integrated into Proyex, making your communication focused and time-saving.

• No tool chaos: Access as a guest allows for easy and relaxed access to projects without account registration or additional software. 

• Faster execution: You save a lot of time through approvals and communication directly in Proyex. Better time management leads to an optimized workflow! 

• Satisfaction on both sides: At the end of the day, one thing counts above all, a satisfied client. A structured project flow strengthens trust and lays the foundation for long-term collaboration. 

Best Practices: A typical web design project with Proyex 

Want to know what it looks like in everyday life? Following the step-by-step guide, this is how your workflow for a web design project with a client could look – from the initial kick-off to the final handover.

1.Project start: The website for the test company 

For your client “Test Company,” you want to create the web design project in Proyex. Your project could be named “Website Relaunch Test Company Q2” and starts on May 1st. You finish setting up your project with a brief description.  

2. Plan milestones and to-dos in the web design project

You begin to give your project a meaningful structure. In a web design project, there could be the following milestones and tasks:

 Tasks and milestones in Proyex

🪜Kick-off and strategy     

• Briefing conversation 

• Define target audience and objectives 

• Competitive analysis 

• Determine content and functions of the website

• Collect access data and materials

🎨 Design phase

• Create mood board 

• Create style guide 

• Prepare initial design drafts 

• Mark design for approval and collect feedback 

• Rounds of revisions

🛠️ Implementation and development

• Technical implementation 

• Input content (texts, images, etc.)

• Conduct functionality tests (forms, links, etc.)

• Mark website for approval and collect feedback 

• Rounds of revisions

🚀 Launch and handover

• Connect domain and hosting 

• Prepare go-live 

• Transfer access data 

Once you have defined milestones and tasks for a recurring project, you can create a template from it. If you're also interested in this topic, you can find out more here: "Efficiently use project templates: This is how you save time on every job".

3. Your client joins in

With the “Guests” button, you add your client to the web design project, all without the hassle of registration. They receive the link and access via email. 

4. Mark designs and drafts for approval

You have now reached the point where you have implemented your first designs, marking a real progress for your project. Instead of sending the design via email and waiting for feedback, you upload your designs and mark the task “Design drafts” for approval. 

5. Rounds of revisions: Fine-tuning your web design project

Your client will be notified and provide feedback. The rounds of revision follow. Your exchange takes place in Proyex, and the web design project is completed smoothly. "The best tips for a productive feedback culture" can help you make this process even more efficient and targeted.

Frequently asked questions (FAQ)

Does my client need to create their own account to use Proyex?

No, with the "Guests" access, they can be easily invited via email and have direct access to the project.

Can I specify which areas of my project my client can see?

Yes, you decide which tasks and milestones your client can see and edit. You keep control while providing them with a transparent overview of the project.

How does the feedback function work in Proyex?

Once you mark a task for approval, your client can leave feedback directly in the tool, completely avoiding the back and forth of emails.

How secure is the data in Proyex?

Proyex is GDPR-compliant and ensures that both your data and your client's data are safe. All data is encrypted and complies with applicable data protection regulations. 

Can I also use Proyex for other projects like content creation or social media?

Yes, Proyex is suitable not only for web design projects but also for a variety of other projects. You can use it for content development, marketing campaigns, and much more. 

What happens if I don't complete a task on time?

Proyex helps you meet deadlines with your own structured plan. If you do fall behind, you'll receive a reminder so you don't lose sight of the deadlines.

Can I also use Proyex on mobile?

Yes, Proyex is also available in a mobile version, so you can access projects and communicate with clients at any time.

Conclusion: Clarity instead of chaos with Proyex 

This sounds like an ideal solution to effortlessly involve your clients in the project process. And it is! 

You structure tasks and milestones clearly, gather feedback in real-time, and optimize collaboration. This results in happier clients and less stress for you. Always keep an overview and focus on what matters: successful projects. 

Start now and use Proyex for your next project!