I like calling people and talking directly with them. It’s so much easier and cuts out the waiting time. The problem I’ve found is that I was trusting them to do what they said. This means they have to take notes on what was discussed and then actually follow through. Sometimes this didn’t work out so well for me.

If it’s important to your project or your client then you need to take the extra steps to make sure this gets done.

Here’s what I do :

After a phone call I immediately summarize the conversation and send out an email. With certain people I even ask them to send me an email. If I’m talking with an attorney and I need specialized language for a contract I want them to email me.

This simple step has saved me many times. You can do everything right and make the connection with the person. They agree to what needs to be done then it never happens. I’ve been there. This method isn’t foolproof but it sure can help.

Here why:

• It’s now a written record. This is really important. A conversation can be forgotten and really there is no proof it took place. But an email is stored on a server. And having a written document with bullet points of what was discussed is a great way to keep something in front of people’s minds.
• Provides a timeline of events. This is handy to have. When you feel like the other party is dropping the ball you can refer back this and hopefully get them back on track to what they committed to doing for you.
• It’s another way to be a squeaky wheel. I sometimes think of myself as a squeaky wheel that also carries an oil can. Get me what I’m asking for and I will stop squeaking. I then can oil the gears of the project and keep it moving along smoothly.

I keep a folder in my email program with “waiting for” emails and “follow up” emails. I also input my waiting for’s into Nozbe so I can easily see a list of everything people owe me. When I’m scanning my Nozbe list I can easily open my email folder and reply to the same email thread. That’s makes a nice digital paper trail. And after the email I might even call them to poke them a little more.

If you do all the follow up email, the phone calls and you find the people you are working with still drop the ball. Then maybe it’s time to rethink the people you are working with.

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