The 3 Tools I Use to Keep Clients Surprisingly Well-Informed

I love proactively communicating with clients. It’s almost a game to see if I can be the first to follow-up.

Since I work hard to keep clients updated before they have to ask, I have a handful of tools I use over and over again. They have become part of my daily routine, and I recommend them to anyone and everyone. My clients regularly tell me I’m the most communicative lawyer they’ve ever worked with, and these tools make it possible without eating up my day.

Here are my favorite tools for stellar client communication:

1. TextExpander*: This is my secret weapon for personal, comprehensive updates that take seconds to write. TextExpander lets you create reusable snippets of text that expand with a quick shortcut.

Why I love it: I have templates for everything from status updates to common legal explanations, but the more involved template have customizable fields I can quickly fill in to make it personal. Instead of staring at a blank screen and starting from scratch when I need to send a client an update, I type “zupdate” and a professional, warm email template appears with placeholders for the key details. My clients get thorough updates, and I save hours each week.

2. ClickUp*: Think of this as your crystal ball – it shows you what’s coming up in every case before your clients even think to ask.

Why I love it: I set up automated reminders for every stage of a matter. When I submit an Offer in Compromise to the IRS, I set up automatic reminder for each milestone in the process. Two days before the 30-day confirmation window closes, I get a notification to check the status and update my client. It’s taken me from reactive to proactive, and clients notice. The best part? I appear on top of things while the software is doing the heavy lifting.

3. Vimeo: My secret for making complex legal concepts understandable to clients without scheduling extra calls.

Why I love it: Instead of explaining the same prenup concepts 20 times a month, I recorded a short, friendly video walking clients through the key points and common questions. I send it ahead of our first call, and the client arrives to our meeting already with an understanding of the basics. The upfront production investment saves time, reduces anxiety, and shows clients I’ve thought ahead about what they need to know. Plus, all my videos are private, and I can track who’s watched which video, so I know which clients might need extra attention.

*Quick heads up, fellow solopreneurs! This is an affiliate link—yes, that means if you click and purchase, I might earn enough for my overpriced tea habit (or more realistically, to reinvest in creating more content that helps your practice thrive). I only recommend tools I’ve personally battle-tested in my own practice or have seen work wonders for attorneys like you. No fluff, no nonsense—just real solutions that might save you the time and headaches I’ve already endured. Your support through these links helps keep this newsletter ad-free and packed with actionable advice. And of course, you never pay extra. Think of it as buying me a virtual cup of tea while you build a practice that finally pays you what you’re worth. Questions? I’m an open book—just hit reply!