Track Project Progress and Client Approvals via WhatsApp
Workflow for project managers, consultants, and service providers to document project milestones, deliverables, client feedback, and approvals via WhatsApp for clear accountability.
Easy to implement
10-15 minutes per milestone documentation, ongoing throughout project
Workflow Overview
Project Milestone and Deliverable Tracking Workflow
Roles Involved
Project Manager
Consultant
Service Provider
Client
Project Team Members
Tools & Requirements
Detailed Workflow Steps
Workflow Checklist
Complete Workflow Checklist
- Confirm project timeline and milestones at kickoff
- Share project plan via WhatsApp for client acknowledgment
- Export kickoff conversation within 24 hours
- Announce each milestone completion via WhatsApp
- Share deliverables or links for client review
- Document all client feedback and revision requests
- Clarify in-scope vs. out-of-scope work
- Request explicit approval for each milestone
- Don't proceed without documented approval
- Document scope changes with cost/timeline impact
- Obtain client confirmation for all changes
- Export all milestone and approval conversations
- Compile comprehensive project documentation at completion
Common Mistakes to Avoid
Mistake:
Not documenting initial project timeline and expectations
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Assuming silence means approval (always get explicit confirmation)
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Proceeding to next phase without milestone approval
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Not documenting scope change requests and impacts
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Failing to clarify whether requests are in-scope or additional work
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Deleting conversations after project ends
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Not requesting specific feedback deadlines from clients
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Mistake:
Poor organization making it hard to locate specific milestone documentation
Solution:
Consult with your attorney or professional advisor about best practices specific to your situation.
Compliance & Legal Requirements
Professional Standards
Contract terms, statement of work requirements, client approval processes, change order procedures
Data Protection
Ensure documentation complies with applicable data protection and privacy regulations in your jurisdiction.
Record Retention
Follow industry and legal requirements for record retention periods and secure storage practices.
Success Metrics
How to measure the success of this workflow:
- Clear record of on-time milestone deliveries
- Documented client approvals for all phases
- Evidence of responsive service and professional communication
- Protected from scope creep disputes
- Successful project completion with satisfied client
- Portfolio documentation of successful project delivery
Frequently Asked Questions
Follow up professionally: 'I need your approval to proceed to Phase 2. If I don't hear from you by [date], I'll assume we're pausing the project until approval is received.' Don't proceed with significant work without approval - you risk doing work the client later rejects. Document your approval requests and follow-ups. If client is consistently unresponsive, consider whether continuing the project is viable.
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