Client Communications Guide

Client Communications Guide#

Introduction#

In capstone subjects, your team will deliver a real-world project to an external client. This guide is designed to help you navigate client interactions, from initial contact through ongoing communication and documentation.

Client Assignment#

Your client will be assigned by the Subject Coordinator. Once assigned, it is crucial to establish and maintain a close working relationship with your client throughout the semester. You’ll need their input to:

Develop system requirements.
Review progress after each sprint.
Provide feedback on prototypes.

Effective communication is key to making informed product decisions and incorporating client feedback.

Initial Contact with Your Client#

Role of the Product Owner#

The Product Owner acts as the primary point of contact between the team and the client. They are responsible for sending updates, meeting invitations, and other communications.

Contacting Your Client#

First Email: Use the provided email address to introduce your team and propose a time for an initial meeting.
Scheduling Tools: Utilize tools like When2Meet to find a mutually convenient meeting time.

Email Templates and Meeting Invites#

Email Templates: Access templates for client communication here.
Calendar Invites: After agreeing on a meeting time, send a calendar invite. Instructions here.
Virtual Meetings: Use the university’s Zoom account for online meetings. Setup guide here.

Conducting Client Meetings#

Preparing for the Meeting#

Agenda: Set up a Confluence page for meeting documentation.
Roles: Assign roles for meeting coordination and minute-taking.

Roles and Responsibilities#

Role	Responsibilities
Meeting Coordinator	Facilitates the meeting, ensuring structure and direction.
Minute Taker	Documents discussions in Confluence and emails a summary of minutes to the client within a day or two.

Post-Meeting Actions#

Minutes Summary: Email a concise summary of the meeting to the client for verification and corrections.

Team Coordination#

Team Calendar: Use Google Calendar for Slack to manage and remind team members of upcoming meetings.

Documenting Client Communications#

Confluence Logs: Log all significant communications and decisions in Confluence to maintain a shared understanding and keep supervisors informed.

Example Log Entries#

Additional Resources#

Helpful Video on Organizing Meetings

One of our tutors has created a video tutorial on meeting organization. Watch it here.

This revised guide provides a structured approach to managing client communications in capstone projects, ensuring students have a clear understanding of the processes and expectations involved.