If you deal with clients, you know the pain: endless email chains, missed updates, and that creeping dread you’ve forgotten to follow up. This guide is for anyone using Rocketlane who wants to keep client communication sharp and updates hassle-free—without turning your day into a game of notification whack-a-mole.
Let’s get into how to actually use Rocketlane to make client updates less painful, more consistent, and, honestly, less annoying for everyone involved.
1. Decide What Actually Needs Communicating
Before you even touch Rocketlane, get clear on what your clients really need to know. Oversharing is just as bad as radio silence.
Ask yourself: - What updates does the client expect (milestones, blockers, deliverables)? - What’s “nice to know” versus “need to know”? - How often do updates make sense (daily, weekly, at milestones)?
Pro tip: If you’re not sure, ask your client at kickoff. Their answer is usually simpler than you think.
2. Set Up Projects with the Right Visibility
Rocketlane’s project structure lets you control who sees what. Don’t overcomplicate it.
To avoid confusion: - Use separate workspaces or folders for internal and client-facing work. - Double-check the visibility settings on tasks and documents before inviting clients. - Use private notes or internal comments for messy discussions—keep the client view clean.
What works: Keeping client spaces free of internal chaos. If you’re constantly hiding or editing things, rethink your structure.
What doesn’t: Assuming default settings are “fine.” They often aren’t.
3. Templates Are Your Friend—But Don’t Go Overboard
Rocketlane lets you create templates for projects, emails, and status updates. Big time-saver, but only if you keep them up-to-date.
Where templates help: - Recurring projects with similar deliverables - Regular weekly or milestone status updates - Onboarding checklists
What to ignore: Long, generic templates full of fluff. Clients glaze over. Keep it tight and relevant.
4. Use Automated Status Updates (But Don’t “Set and Forget”)
Rocketlane lets you automate status updates to clients. This is a blessing—if you use it right.
How to set up: - Schedule updates (weekly, biweekly, etc.)—don’t spam. - Customize the template to fit the client’s tone and project needs. - Highlight real progress, not just “in progress” on everything.
What works: Regular, predictable updates that flag risks or wins—no surprises.
What doesn’t: Blindly sending the same update every week. Clients notice when you’re phoning it in.
5. Centralize Communication (and Push Back on Email Chaos)
Rocketlane has built-in chat, comments, and document sharing. Use these instead of spraying updates across Slack, email, and text.
Keep things tidy by: - Using task comments for all project-related discussions (clients see the thread, nothing gets lost). - Sharing documents directly in Rocketlane—no more “which version is this?” headaches. - Encouraging clients to reply inside Rocketlane, not in a reply-all email.
Pro tip: You might need to train some clients to use the platform. Show them how it keeps everything in one place (and saves their inbox).
What to ignore: Trying to force every single conversation into Rocketlane. If your client insists on a quick email, be flexible—just document key points back in the project.
6. Use Client Portals—But Make It Stupid Simple
Rocketlane’s client portal is a nice feature, but only if you keep it easy to navigate.
Best practices: - Pin the most important info to the top (timeline, deliverables, contacts). - Use clear, human language—ditch the jargon. - Regularly archive old threads and documents so the portal doesn’t get cluttered.
What works: Treating the portal like a dashboard, not a dumping ground.
What doesn’t: Assuming clients will “figure it out.” If it takes more than a few minutes to find something, they’ll stop using it.
7. Track Approvals and Blockers Transparently
Need client signoff? Waiting on them for a file? Don’t let these get buried.
How Rocketlane can help: - Use task assignments and due dates to request approvals—clients get notified. - Tag blockers clearly so nothing slips through the cracks. - Set up alerts for overdue tasks that need client action.
What works: Visual cues (e.g., “Waiting on Client”) so everyone knows what’s stuck and why.
What doesn’t: Chasing approvals by email, then forgetting to update the project. Use the tool as your single source of truth.
8. Avoid Notification Overload (for You and the Client)
Rocketlane’s notifications can get noisy fast. Take control:
- Fine-tune notification settings for your team and clients—less is more.
- Group updates when possible (e.g., daily digest instead of instant pings).
- Let clients know what they’ll get notified about up front, so there are no surprises.
Pro tip: Ask clients if they actually want real-time updates or a summary. Most prefer less noise.
9. Review and Adjust—Don’t Assume Your Process Is Perfect
Check in with your team and clients after a few weeks:
- Are updates clear and timely?
- Is anything falling through the cracks?
- Are there duplicate conversations happening outside Rocketlane?
Be honest about what’s working and what’s just adding busywork. The best process is the one people actually use.
10. Real-World Pitfalls (and How to Dodge Them)
Let’s be real—no tool is magic. Here are common traps and how to avoid them:
-
Trap: Relying on Rocketlane to “automatically” keep clients happy.
Fix: Communication is about relationships, not just updates. Check in personally if something feels off. -
Trap: Overcomplicating your project setup.
Fix: Start simple. Add complexity only when you need it. -
Trap: Ignoring client preferences.
Fix: If a client hates portals and loves phone calls, don’t fight it. Use Rocketlane to document, not dictate, the process.
Wrapping Up: Keep It Simple, Iterate Often
The best client communication isn’t about fancy tools or endless updates—it’s about clarity, consistency, and respecting everyone’s time. Rocketlane can help, but only if you use it with intention. Start with the basics, get feedback, and tweak as you go. Less noise, more trust, fewer headaches. Now get out there and make things a little less chaotic.