Customer Communication Strategies: How To Improve Client Interactions

“The more you can adjust your communication to fit your customer, the more effective you’ll be.” – Rob Broadhead

In this episode of Building Better Developers, part of the Building Better Businesses season, hosts Rob Broadhead and Michael Meloche explore customer communication strategies. From tone and timing to tools and follow-up processes, they share real stories and practical tips that every developer and entrepreneur should know.

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Tone and Timing: Keys to Effective Customer Communication Strategies

One of the top takeaways? Tone matters.

Even when following up on an unanswered email, how you phrase things can shape how your customer perceives you. Rob cautions against saying things like, “As I said in my last email…”, which can feel accusatory. Instead, assume the best: maybe the message got lost, or perhaps they’re dealing with their storms (literal or figurative).

⏱ Timing tip: If you don’t get a response within 24–48 hours, follow up—but kindly. A quick “just checking in” keeps communication open and positive.

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Customer Communication Strategies Start with the Right Tools

“Don’t force your communication tools on your customers. Find out what works best for them.” – Michael Meloche

Different customers prefer different channels. Some want a phone call, others prefer text, while many prefer email. Your job? Adapt to their preferences. This can be a game-changer in building trust for developers and entrepreneurs juggling multiple platforms.

🛠️ Callout: During onboarding, ask new clients which tools they prefer—email, phone, Slack, or something else—and log that information for consistent, respectful communication.

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Clear Messaging as Part of Your Customer Communication Strategy

Rob and Michael stress the importance of keeping communication clear and concise. Think of it like a PowerPoint presentation: if your message has more than four main points, it’s probably too much for one email.

📧 Pro Tip: Send status updates and scheduling requests in separate emails. Use bold headers or bullet points to highlight what matters most. And don’t bury requests at the end of an email—it may never be seen.

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Follow-Up Is Not Optional

One of the most innovative customer communication strategies is to create a simple follow-up system. Rob recommends setting a personal SLA (service-level agreement) for how and when to follow up. This could be 24 hours after an email is sent or at the end of the business day for any messages still unanswered.

✔️ Whether you resend the message, forward it again, or craft a new email, make sure you do something. A timely, polite nudge is better than letting things go silent.

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Final Thought: Stay Customer-Focused

Michael closes with a key reminder: Stay customer-first. That means your tone is helpful, not frustrated. Your process makes things easier for them, not for you. And your goal is always to build stronger, more responsive relationships.

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🎧 Challenge of the Week

“Have a plan. Build a process for follow-up communication.” – Rob Broadhead

This week, take action: create your own communication follow-up routine. Define how long you’ll wait before checking in and how you’ll reach out. Whether you’re a solo developer or a founder managing a team, it’s one of the best customer communication strategies you can implement.

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👋 Connect with the Hosts

Rob and Michael welcome your feedback at [email protected]. You can also leave a comment on your favorite podcast platform, the Developer YouTube Channel, X, LinkedIn, or their Facebook page.

Additional Resources

• Communication Noise vs. Content
• Business Communication – Critical For Success
• Navigating Communication Tools in Modern Workplaces
• Honest Communication Is Critical For Consultants
• Building Better Businesses – With Bonus Content