How to Build Stronger Client Collaboration Strategies |

You can produce excellent results for your clients, but your client relationships will not last if you cannot communicate with them.

That’s why more teams are ditching cluttered workflows for client collaboration platforms that bring visibility, structure, and communication into one place.

Instead of switching between 25 different tools to track updates, manage files, and assign tasks, using an AI-powered client collaboration platform helps keep everything in one place. 

Let’s explore some effective ways through which we can build strong client collaboration and relationships.

What Is Client Collaboration in Real Time?

Client collaboration is precisely what it sounds like—the process in which a team and a client actively work together to achieve a shared goal.

Typically, this entails consistent communication, real-time updates, and mutual decision-making throughout the entire project lifecycle. But here are some further details to consider when you want to collaborate effectively with your clients:

• ✅ Communicate openly and frequently to share updates, begin to address concerns, and answer questions
• ✅ Define shared goals early to align the team and client on objectives, timelines, and deliverables
• ✅ Create feedback loops for real time input on the project progress, documents, or design choices
• ✅ Make decisions together to ensure the client is involved in every stage of the project
• ✅ Maintain transparency using real-time collaboration tools to track tasks, share files, manage expectations, and ensure proper documentation

You can also use tools like and CCH Axcess Client Collaboration to manage your client collaboration and communication requirements.

Why Client Collaboration Matters

Here’s a quick industry perspective that outlines the importance of client collaboration.

When Microsoft expanded its communication platform, Microsoft Teams, it first collaborated with large clients like Accenture and EY to test how their real-time messaging, file-sharing software, and seamless integration capabilities worked for them. 

These insights helped Microsoft optimize Microsoft Teams for large-scale, cross-department collaboration, leading to broader enterprise adoption.

That’s the real value of working together. To put it simply, client collaboration helps:

• Set clear expectations from the start, reducing confusion 
• Encourage open dialogue to ensure both the team and clients are quick to address concerns
• Build trust as clients feel involved in decision-making and confident in the firm’s expertise
• Align team efforts with client goals, enabling flexible workflows 
• Foster long-term client relationships through proactive communication, shared problem-solving, and mutual respect

How to Collaborate Effectively With Clients

As Amazon founder Jeff Bezos once said,

That mindset applies just as well to client collaboration. Here are some bulletproof strategies for delivering real value beyond email threads and scattered meetings. 

1. Define clear client goals

Too often, teams rely on jargon-heavy contracts or one-time kickoff calls to outline project goals. Confusion, scope creep, and the dreaded “this isn’t what we discussed” conversation just before the deadline on any device would be the inevitable outcome.

That’s why the first step in effective client collaboration is clarity. Define what success looks like, what tasks need to be completed, and what documents or resources are required at each stage of the project to maximize profits.

Avoid relying solely on contracts to communicate this—laying out project milestones visually makes it easier for everyone to stay aligned.

💜 Here’s how helps: 

With Goals, users can:

• Assign goals to specific tasks or projects
• Set clear numerical, monetary, or true/false targets
• Group multiple related goals into folders for project tracking
• Add descriptions and deadlines to provide context and track accountability
• Share goals with clients using custom permissions—so they see exactly what they need to, and nothing more

Instead of too many disconnected tools or back-and-forth emails, teams can offer clients a transparent overview of what’s been completed, what’s in progress, and what’s coming up next. If you need assistance managing KPIs on , here’s a comprehensive video guide:

Project collaboration, however, isn’t just about communication—it’s about shared accountability. And when clients can literally see their goals being tracked in real time, the entire workflow becomes more productive.

2. Create a shared collaboration hub and invite clients with ease

We’ve all been there: a new client comes on board, and suddenly you’re managing a patchwork of Google Drive folders, Slack messages, and email threads just to share updates and resources.

But there’s no simple way to clearly track what they’ve seen or ensure real-time feedback on project progress.

That’s precisely why building a shared client collaboration hub is a smart move—it centralizes communication, files, and knowledge in one place.

💜 Here’s how helps

For example, with , instead of moving files from internal folders to external ones, simply update the task status or complete internal approvals, and then invite clients with custom permissions.

Here’s how it works:

• Share specific Docs, tasks, or views without giving full workspace access
• Control visibility with permissions—show only files, timelines, or progress overviews
• Use public links for clients without accounts to access roadmaps or request forms
• Enable comment-only views for quick feedback without altering task details
• Centralize all communication and updates in one platform

Your team can still work privately, and once the task is ready or the deliverable is finalized, you can give clients the access they need with a single click.

3. Lay down project scope

Misunderstandings around deliverables often stem from one issue: undocumented expectations.

When there’s no clear proof of work or audit trail, even the best client collaboration can unravel into finger-pointing. This is where documenting information helps.

💜 Here’s how helps

With Docs, you can collaborate in real time with your clients to draft and refine everything from engagement letters to project scope documents—even checklists for managing a complex tax preparation process.

Unlike static files scattered across drives and emails, Docs are interactive and deeply connected to your workflows.

Here’s what makes it work:

• Edit together in real time with your team and clients
• Tag clients or teammates directly in the Doc to assign tasks and clarify responsibilities
• Convert text into action items so nothing discussed gets lost
• Attach Docs to tasks or complex projects to keep context and communication in one platform
• Track document versions, access history, and maintain a detailed log of changes to resolve miscommunication later.

4. Use comments and chat to encourage open dialogue

Waiting until the final stages of a project to ask for client feedback is a risky move. By then, it may be too late to course-correct, and clients who’ve stayed silent might reveal critical input that could have been far more helpful earlier.

But not every customer will speak up on their own. Therefore, you must provide ample opportunity for feedback at every stage of the project.

💜 Here’s how helps

Assign Comments and Chat features that keep communication both contextual and actionable:

• Leave threaded comments directly on tasks, making it easy to tag clients, clarify details, or request input
• Convert comments into assigned action items so nothing gets missed
• Use Chat for quick, real-time team updates and discussions without switching platforms
• Keep messages linked to tasks, Docs, and updates—ensuring every conversation has context
• Use AI-powered features to summarize threads, suggest replies, and auto-create tasks

5. Assign tasks and track deliverables transparently

The longer feedback sits buried in an email thread, the more likely it is to lose relevance, and worse, make your client feel unheard.

To build trust and keep projects moving, client feedback needs to be converted into actionable next steps fast.

💜 Here’s how helps

This is where Tasks shines. You can turn client comments into trackable action items directly within Docs or Chat, assign them to the right team members, and tie them to deadlines.

Progress updates happen in real time, and clients can view task status, add comments, or attach files—all in one secure platform.

6. Automate client approvals and status updates

The whole point of using a system is to stop relying on manual work, and client collaboration is no exception.

When client approvals, including billing and updates, are handled manually, you risk delays, missed messages, and misaligned expectations. Automating approvals removes those risks.

💜 Here’s how helps

With Automations, you can set triggers to notify clients when deliverables are ready, request sign-off, or automatically update project statuses—ensuring nothing is missed and deadlines stay firm.

Status updates also happen in real time. As soon as a task is approved or completed, can move it to the next phase, notify the team, and even trigger follow-up tasks, ensuring you meet deadlines without hesitation or bottlenecks.

6. Record quick client updates

It’s rare to find someone who actually enjoys endless meetings. And turns out 70% of meetings prevent employees from doing meaningful work! But there’s an easy way to reduce this. The truth is—most status check-ins can be replaced with a short, clear update.

💜 Here’s how helps

Instead of booking yet another meeting, use Clips to record quick screen walkthroughs and project updates. 

Clients can watch them at their convenience, which reduces back-and-forth, eliminates time zone bottlenecks, and helps them stay informed without being pulled into your calendar.

Plus, even transcribes the video using AI, so updates are searchable, shareable, and instantly actionable. You can share these updates through other tools such as Docs and Chat.

7. Use AI-powered notes for meeting summaries

For the meetings that can’t be skipped, the minutes of the meeting (MoMs) often become an afterthought—or worse, a point of confusion.

But documenting discussions is non-negotiable if you want to track commitments. When teams fail to capture key takeaways, it’s easy for action items to slip through the cracks and decisions to go undocumented.

💜 Here’s how helps

’s AI Notetaker takes that burden off your plate by making every meeting instantly actionable:

• Automatically transcribes meetings across Zoom, Google Meet, and Teams
• Generates real-time summaries and highlights key decisions
• Converts action items into tasks without manual follow-up
• Saves notes in secure, searchable Docs connected to your projects
• Post updates in Chat to keep the entire team aligned

So instead of wondering what was said or who was responsible for what, clients and team members walk away with clear, shareable knowledge and documented next steps—every time.

9. Use client collaboration software to share project progress with dashboards

No more email threads asking, “Any updates on the campaign?” With a shared dashboard, clients don’t have to chase information—they can see what matters, when it matters.

Whether you’re running paid ad campaigns, monitoring website performance, or managing a multi-phase project, real-time visibility builds trust.

💜 Here’s how helps

Dashboards let you create a tailored overview of every key project metric:

• Track budget, deadlines, tasks completed, and resource allocation in one place
• Visualize paid ad performance, website analytics, or social engagement using customizable widgets
• Build client-specific views to give them what they need, without exposing internal operations
• Share live dashboards as part of your client collaboration hub so everyone stays informed without sending a single email
• Use real time updates to highlight blockers, project momentum, or KPIs that need attention

With instant access to high-level insights, clients feel empowered and connected, without having to dig through files or wait for weekly reports.

10. Standardize the handoff with templates

Nothing breaks trust faster than a botched handoff. One minute, your client signs the deal, and the next, your team is scrambling to meet expectations that were never documented. The problem isn’t a communication issue—it’s a process issue. And the fix is simple: use a standardized handoff template.

With a consistent structure in place, you can ensure that all key information—goals, timelines, files, and special requests—is captured and ready for seamless implementation from sales to delivery.

💜 Here’s how helps

You need the Client Success Collaboration Template by . With a consistent structure in place, you can ensure that all key information—goals, timelines, files, and special requests—is captured and ready for seamless implementation from sales to delivery.

The template lets teams navigate the transition from sales to onboarding to project delivery. As a result, align your sales and production teams around a shared workflow, promoting transparency, accountability, and a smoother client experience. 

This client management template lets you:

• Outline client expectations, scope, and milestones
• Include critical files like the engagement letter or document request list
• Assign tasks automatically to client onboarding teams or project leads
• Track accountability using status updates and comments

11. Set reminders and follow-ups automatically

This last leg of client management is where people often mess up: follow-ups.

Timely follow-ups show that you’re invested beyond the initial delivery. They reinforce your commitment and help you:

• Reinforce project goals and timelines
• Surface concerns before they impact client satisfaction
• Strengthen trust and reduce the risk of missed deadlines or delayed inputs

But doing it manually? That’s where things fall apart.

💜 Here’s how helps

With Reminders, you can automate follow-ups at every stage—whether it’s a reminder to upload tax documents, finalize a tax return, review an engagement letter, or approve a milestone.

Set recurring reminders, trigger notifications based on task status, and keep both clients and your internal team aligned without the hassle of constant chasing.

Clients get timely nudges. Your team keeps momentum. And the project moves forward.

Tips for Managing Difficult Client Relationships

At the end of the day, clients are human beings. And sometimes human behavior can be difficult to interpret.

However, with preparation and practice, we can conquer any tricky conversation.

Challenge 1: The client is upset, but you’re not sure what triggered it

✅ Solution: Approach the situation with genuine curiosity. Let them express their concerns without interruption—often, simply being heard diffuses the tension.

Challenge 2: There’s unspoken tension that’s affecting the workflow

✅ Solution: Call it out respectfully. Saying something like “We seem to be off track” opens up space for honest conversation without assigning blame.

Challenge 3: The client keeps shifting expectations mid-project

✅ Solution: Pause and reset. Re-establish project boundaries, document scope clearly, and ensure both sides agree to the updated terms.

Challenge 4: The client expects results beyond the scope or budget

✅ Solution: Set realistic expectations. Clearly explain what’s achievable, and offer smart alternatives that still align with their goals.

Challenge 5: The relationship is more stressful than productive

✅ Solution: Know when to walk away. Letting go of a misaligned client can protect your team’s time, energy, and long-term success.

Ace Your Client Collaboration with

50% of high-performing firms have more than 60% of their clients on long-term contracts.

When you think about it, a massive part of your revenue is dependent on excellent long-term client relations. So, client collaboration is not something you can take lightly.

With , you have everything you need to deliver on that promise—from real-time updates and shared dashboards to AI-powered meeting notes, automated follow-ups, and customizable collaboration hubs. 

It’s the one platform where client servicing, project execution, and team alignment come together.

Sign up on now and turn client communication into long-term success.

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