How to Gather Information From Clients

Regardless of what field you're in you'll have to gather information from clients and customers from time to time. This is integral in order to adequately understand and meet their unique needs.



When you think about what you need from clients you're able to get everything in one shot, for the most part. It makes you look more thorough and professional to have a standard method for information gathering--but the way you get information can vary depending on each client's needs. With a little focus you can effectively collect information you need accurately and quickly. Here are some ways to do it.

Things You'll Need

• Paper
• Pen
• Computer
• Email Program
• Phone
• Transportation

Instructions

1. In person. It's great to sit down with a client to get the materials and information you need. As a copywriter, I enjoy meeting a client to get the gist of what they're looking for. Often I will collect information they give me verbally and I can also get background materials from their office to aid me in creating a website or brochure. Even if you're not in a creative industry, meeting a client can be a win-win way to get information--and a good vibe.

2. 

   Over the phone. If you can't meet in person, it's still a great way to get a feel for what a client wants. You can easily exchange information over the phone in addition to emailing information. The phone gives you the chance to take notes and also take calls outside of regular business hours.

3. Via email. While some say interacting with a client through email may be impersonal, I find it to be very useful. Especially if I sent a client a questionnaire and need them to respond to that. Email gives them time to think about their ideas and write out what they want to say. To give email a personal touch I usually talk to the client on the phone or face to face before or after sharing information through email. This gives you the chance to have that personal interaction while leveraging technology to get the information you need.

4. 

   Use a questionnaire. Regardless of what business you're in it helps to think about what you need from a client. To develop a questionnaire to make sure you cover everything in one shot, list the information you need first. A simple bulleted list will do. Then you can base questions off of that. Some may vary from client to client, but the questionnaire ensures you have covered every possible information need and have the contact information necessary to follow up with a client should you need more.

Tips & Warnings

• Be polite to your clients.

• Gather contact details if you need to follow up.

• Develop a standard questionnaire that can be faxed or emailed to the client-- or given in person!

• Don't refuse to talk to clients if most of the work is via email. Many clients and customers want that personal interaction.