In the past few blogs, we have focused on expectations in employer-employee relationships in multi-staffed businesses. In the situation where it’s just you in your own business, being able to manage relationships with both clients and vendors is crucial for success. Whether you’re hired to provide services for a client, or you’ve hired a vendor to support your business, mutual collaboration expectations set the stage for the need for clear communication, trust, and productivity. Here’s how “solo-preneurs” can manage these relationships effectively.
1. The Client-Solo Entrepreneur Dynamic
As a solo entrepreneur, you’re often seen as a jack-of-all-trades, wearing multiple hats to meet client needs. However, this dynamic comes with its own set of expectations:
a. Clarity in Deliverables
Clients expect transparency about what you’re offering, from the scope of work to timelines and what you’re delivering. At the same time, you need your clients to clearly express their goals, what they want to Accomplish!, and project limitations.
Tip: Begin every client relationship with a detailed agreement and create a written statement of work that outlines roles, responsibilities, and deadlines.
b. Open Communication
Clients should expect regular updates from you, and you need to provide clear, concise, and important relevant information of the progress of the project and what they need to know. At the same time, they also need to respect your autonomy and expertise. You need to be proactive and set boundaries of what and how often you communicate with them to avoid them micromanaging your every move.
Tip: Create a communication pattern from the get-go, such as weekly updates or bi-weekly check-ins, to make sure that you’re both on the same page without overloading either party. Be detailed in what’s going on, but don’t overdo it.
c. Flexibility vs. Scope Creep
Clients value flexibility but may unintentionally (or intentionally) push boundaries. In other words, it’s very important to discuss and define the lines between being reasonably adaptable to unexpected circumstances, and what clients may decide to change from the original scope to finish the project. That doesn’t mean you shouldn’t be open to changes to the original plans, but clients also must be open to understanding that doing so can involve additional costs and adjustments, including what they pay you to do. That’s where clear communication and upfront discussion is so important.
Tip: Use change management tools or policies that tackle how to handle requests beyond the agreed-upon scope, including cost adjustments and timeline extensions.
2. The Vendor-Solo Entrepreneur Dynamic
When it comes to hiring/contracting vendors, the roles reverse. You’re the client now, and understanding mutual collaboration expectations can help further a successful partnership:
a. Clear Expectations
Just as clients need clarity from you, vendors need clarity about what you’re looking for from them and you need to be sure of what they can deliver to you. From payment terms to quality standards, spell everything out in writing, upfront.
Tip: Create a detailed brief or checklist from the start when working with a vendor and discuss any potential gray areas in advance. This is quite important and should never be ignored even with vendors you’ve done business with and are familiar with.
b. Trust in Expertise
Vendors are (hopefully) experts in what they do, but they do need and should expect your input to effectively deliver what you need them to – especially since every project for your clients is unique to some degree. While it’s tempting to micromanage, sometimes it’s better to focus on giving direction in a strategic way while trusting them to do what they know how to do. If there are legitimate, reasonable concerns about what a vendor is doing, share them and allow the vendor to support their actions, but be fair and don’t “knit pick”. Not everyone does things in the same way you might be used to seeing. If it’s not illegal or unethical, and they don’t create problems or detract from the quality of what you are paying for, let them do what they do in the way they do it. If you really have significant issues and if necessary, you may have to consider working with another vendor which you have every right to do, but there may be additional contractual consequences.
Tip: Just like with your clients, set important achievement points and timelines to go over progress instead of micromanaging daily tasks, giving them space to do their best work in the way they do it.
c. Fair Compensation and Respect
Mutual respect is a two-way street. While it’s important to stay within the budget, underpaying or undervaluing a vendor can strain the relationship. Your vendors should not be price-gouging just because they believe they can or are entitled to (especially when things change mid-project). Agreeing to unreasonable higher prices now can also lead to expectations of setting them as the minimal rates in the future. At the same time, expecting to pay very little now can lead to vendors expecting to charge significantly more next time. It can be a tightrope to manage, but mutual give-and-take is important especially when there are circumstances of significant change in the middle of a current project. Mutual respect and negotiation by and for your vendors can make all the difference in the world for current and future collaborations.
Tip: Research industry rates beforehand and offer fair compensation, knowing that a well-paid vendor is more likely to exceed expectations. How and what you and your vendors negotiate and collaborate makes all the difference now and in the future. Discuss upfront what each of you are willing to consider in case of unexpected changes in the scope and costs. Don’t be fooled – “the word” does get around if you or your vendor is too rigid!
3. Overarching Principles for Both Relationships
Regardless of whether you’re the client or the vendor, these ideas stay the same:
a. Honesty and Transparency
Be upfront about challenges, limitations, or possible delays, and be ready to present solutions or alternatives if they happen – “Plan B, C, and D”. Do not over-promise anything you’re not sure you can deliver. Don’t under-promise or they may doubt your capabilities. Both clients and vendors value honesty over perfection. Create true partnerships (even friendships), not adversaries or competitors. Honesty and transparency are the basics for successful partnerships (and friendships, too).
b. Respect Boundaries
Understand that both clients and vendors have other priorities. Respect their time and avoid last-minute demands unless absolutely necessary. Mutual respect of boundaries builds trust and understanding in the way you and your client/vendor partners do business now and in the future.
Tip: Verify right away your clients’ and vendors’ preferred methods and best times of communication. Make sure you have options for reaching them (phone number, text contact, E-mail, etc.) or that of someone who can reliably relay messages, especially in case of emergencies. If you can’t always reach them right away, don’t be a pest. Their other priorities can cause delays, but unless it’s timely, respect their time in addressing your needs. Just be ready with what to do when they take a longer time than you expect. Similarly, emphasize that you will be as prompt and responsive as possible. Make sure clients and vendors have several reliable ways to reach you and/or leave messages too, but clarify when you may not be immediately available to avoid unreasonable expectations (e.g., 3:00am, unless you’re open to that!) except in an emergency.
c. Feedback Loops
Genuine, constructive feedback is critical to upgrading relationships and being surer of long-term success. Share feedback openly and encourage others to do the same. Positive or not, feedback is everyone’s chance to know what to do better on the road to being “the best”. Appreciate but don’t over-rely on extremely positive feedback. It’s great to get compliments, but even when things go well, you need to give, expect, and even press to get the negatives, too. Don’t avoid giving or getting criticism. When there are more negatives, no matter how strongly they may be perceived, never give feedback that is personal and don’t take criticism personally. You are a professional after all, and you are expected to do your best and to expect the best of others. You are also expected to be open to what others see in your performance and share what you see in theirs.
Tip: End every project with a debrief to discuss what went well and what could be improved. This encourages continuous improvement and mutual understanding. Most importantly, be as respectfully honest, professional, and straightforward as possible and avoid being over emotional or personal – good or bad.
Summing it Up
Set Clear Expectations: Whether working for a client or hiring a vendor, being clear is a basis of collaborating successfully.
Communicate Proactively: Avoid misunderstandings by keeping lines of communication open. Try to anticipate and share what issues may come up and how you may agree to handle them.
Balance Flexibility with Boundaries: Be ready and open to adapt when necessary but be sure everyone stays within agreed-upon parameters. Be flexible, which may include compromising and be careful not to take or be taken advantage of.
Foster Mutual Respect: Treat clients and vendors as partners, valuing their time, expertise, and contributions. Do that, and you’ll likely get the same from them. Stay professionally focused and communicate that way.
By understanding the art of collaboration with both clients and vendors, solo entrepreneurs can have thriving, sustainable businesses built on trust, respect, and mutual success – now and in the future.
In earlier blogs, we focused on expectations in relationships from the perspectives of employers and employees. It’s not that different between solo entrepreneurs as both employers (of other vendors you work with) and as employees (of the clients who pay you for what you do). Everyone has their own expectations, and you need to understand and respect them up-front. If things don’t work out in the end, always be professional and learn from what happened. Public or private disparaging anyone or any business only discredits you in the end. So, what do you think? As a solo entrepreneur, what other things do you expect from your clients and vendors, and what should they expect from you? Leave your comments below, share, and subscribe (guaranteed spam-free) to our blog!
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