How will we communicate and collaborate on our project?

Communication is essential as we collaborate on your project.

I will use whatever methods you prefer.

Here’s my rundown of communication vehicles I uses and how they seem to work for me and my clients.

Telephone

Best for:

• Time-sensitive or urgent issues that require real-time communication

You need not ever hesitate picking up the phone and calling me on my mobile (I discontinued the land line long ago). If I can answer I will. If I need to call you back or set up a Zoom conference, I’ll let you know — and then I’ll call you back.

Sometimes those asynchronous messages in emails, project forums, etc., just don’t do the trick. Sometimes we just need to have a real-time, synchronous discussion. When that’s the case, call (or text; see below):

Messaging (Text/SMS/Other)

Best for:

• Time-sensitive or urgent issues that require real-time communication, when we wish to minimize disturbing the other party

Similarly, don’t hesitate to text me at any (reasonable) time. If you have a quick question, you can text me and ask if I’m available to talk; if I am, you’ll get a prompt callback.

(I also use the WhatsApp and Signal messaging systems. The fact that they both encrypt messages is a plus. But the real reason I like them is that they have desktop versions which allow me to download attachments to my computer — and upload attachments from it.)

That said, messaging systems are best for quick, ephemeral discussions that don’t have much shelf life and relate to time-sensitive and/or urgent needs.

Examples of when I’ll messaging works well:

• You want to arrange an ad-hoc meeting.
• One of needs to inform the other that we can’t make or will be late to a scheduled meeting

Online Collaboration Systems

Best for:

• Substantive project discussions that have a shelf life

My current preference is Basecamp. Basecamp is free to you.

I also like and use Trello (also free to you); however, I’m finding it is not as intuitive or user-friendly for some people.

And I’m open to using a system that you use.

What I like about online collaboration systems (especially compared to email):

• They typically maintain threaded discussions.
• Messages and attachments don’t consume storage space on my or your computer.
• No one has to worry about saving, filing, and organizing messages and attachments; that’s all done by the system.
• Portability: Project correspondence and resources can be access from any device connected to the internet. And most of these systems have smartphone apps for portability.

Zoom Meetings

Best For:

• Initial Get-To-Know-Each-Other Meetings
• Training; demonstrating procedures, processes, prototypes
• Trouble-shooting problems

I have a Zoom account and can set up a meeting at a moment’s notice (free to you). With your permission, I will record sessions for the purpose of referring back to them.

Alternatively, we can use Teams, if that’s your preference.

Email

Best for:

• Substantive project discussions that have a shelf life (if we’re not using a system like Basecamp)
• Forwarding content from other emails

Some clients prefer good old email for project correspondence and collaboration. If that describes you, I’ll certainly go along (although I might encourage you to give a try to Basecamp, for the reasons discussed above).