Module 4: Client Systems That Work

What You'll Learn

This module teaches you how to build client management systems that account for ADHD executive function variation, helping you maintain professional relationships while protecting your energy and capacity.

Learning Objectives

By completing this module, you'll be able to:

  • Design buffer systems that account for variable capacity
  • Create communication templates that maintain professionalism
  • Implement meeting protocols that support fluctuating focus
  • Set sustainable boundaries that protect both parties
  • Build proactive update rhythms that prevent client anxiety

Concept

The Executive Function Honesty Problem

You want to be professional. So you promise deliverables "by end of day" knowing your brain might shut down at 3 PM. You schedule back-to-back meetings knowing you need recovery time. You say "I'll review this carefully" knowing you'll skim it five minutes before the call.

Building systems that account for capacity variation means accepting that executive function fluctuates daily. Honest capacity planning serves clients better than optimistic promises.

Build Buffer Time In

When estimating timelines, build generous buffers into your commitments. If you think something takes an hour, consider promising it in three—adjust based on complexity and client expectations. If you could deliver Thursday, consider promising Monday.

This buffer accounts for: energy crashes, getting pulled into unexpected priorities, needing multiple attempts to start, and life happening. Clients typically prefer early delivery to broken promises.

Related: Module 3: Decision Frameworks covers how to make better time estimates using the 2-4-8 rule.

Communication Templates Save Your Brain

Every client communication doesn't need creative genius. Create templates for:

  • Project updates
  • Scheduling emails
  • Scope creep responses
  • Payment reminders
  • Delay notifications

Example Scope Creep Template: "Thanks for this idea! It falls outside the scope of our current agreement, but I'd be happy to scope it out as a separate, additional project for you. Shall I put together a proposal?"

Templates ensure professional communication even when your brain feels foggy. Customize 20%, reuse 80%.

Meeting Management for Variable Focus

Some days you're sharp in meetings. Other days, words escape you mid-sentence. Design for your most challenging days:

  • Agenda in writing beforehand
  • Key points bulleted in advance
  • Follow-up email summarizing decisions
  • Buffer time before and after
  • Permission to reschedule when needed

Mini-scenario: Jamie used to stack client calls back-to-back, often fumbling through the third call exhausted. Now she schedules 15-minute buffers between calls for notes and reset. She sends agendas 24 hours ahead with three bullet points. After each call, she immediately emails a summary before her memory fades. Clients appreciate the clarity, and Jamie feels less drained by day's end.

Related: Module 5: Money Management covers pricing strategies that account for this extra preparation time.

Circular flow of meeting preparation and follow-up
Effective meetings follow a loop: written agenda leads to focused meeting, then written summary, creating clear action items for next time.

The Transparency Sweet Spot

Clients don't need your full story. They benefit from knowing:

  • You work in focused blocks for quality output
  • You deliver through systematic approaches
  • You communicate proactively about timelines
  • You have contingency plans

Frame these as your professional process, not personal challenges.

Self-Assessment

Rate your current client patterns:

Action Framework

  1. Step 1: Audit Current Commitments

    Why: Reality-checking transforms wishful thinking into workable plans.

    List every client promise. Add 50% buffer time. That's your real capacity. Adjust expectations now, not after missing deadlines.

  2. Step 2: Build Your Template Library

    Why: Templates preserve professionalism when cognitive resources are low.

    Create five essential templates:

    • Weekly update (even when nothing's changed)
    • Scope boundary response
    • Timeline adjustment notice
    • Payment reminder
    • Meeting recap format

  3. Step 3: Design Meeting Protocols

    Why: External structure compensates for variable working memory.

    Before: Written agenda, review materials, prepare three key points.

    During: Take notes consistently, summarize before ending.

    After: Aim to send recap within 24 hours, schedule implementation time.

  4. Step 4: Set Sustainable Boundaries

    Why: Clear policies reduce decision fatigue.

    Consider these boundaries:

    • Response time: "Within 24 business hours"
    • Meeting availability: Specific blocks only
    • Rush requests: Premium pricing policy
    • Scope changes: Written documentation required
    • Payment terms: Clear upfront terms

  5. Step 5: Create Client Containers

    Why: Compartmentalizing prevents mental spillover between projects.

    Each client needs:

    • Central project document
    • Single communication thread
    • Timeline with buffers
    • Success metrics defined
    • Regular check-ins scheduled

  6. Step 6: Send Proactive Updates

    Why: Regular communication prevents anxiety-driven check-ins.

    Send updates before clients wonder. Consider a weekly email with: progress made, next steps, any blockers. Even "On track, no concerns" typically beats silence.

  7. Step 7: Plan Graceful Exits

    Why: Defined endings reduce relationship anxiety.

    Prepare for transitions:

    • Completion criteria upfront
    • Handoff documentation ready
    • Referral network available
    • Standard offboarding process

Tool Application

Use the Visual Timer for meeting effectiveness:

  1. Set 5-minute prep timer - Review agenda and gather materials
  2. Display during meetings - Keep time visible for focus
  3. Use ~20-25 minute blocks when helpful - Suggest breaks in longer sessions
  4. Set 10-minute wrap-up timer - Capture decisions immediately
  5. Build transition buffers - Aim for ~15 minutes between calls when you can

Try the Daily Framework Builder to structure your client work days with built-in buffer time and recovery periods.

Do it now: Start Visual Timer for 5 minutes and draft three agenda points for your next client meeting.

Quick Reference

  • Buffer generously to protect commitments
  • Templates maintain consistency
  • Meeting protocols support variable focus
  • Share process, not problems
  • Boundaries benefit everyone
  • Client containers prevent overlap
  • Proactive updates build trust
  • Exit plans reduce anxiety
  • Under-promise when possible
  • Systems beat willpower
  • Document everything important
  • Energy management serves clients

Reflection Prompts

  • Which client promises am I most likely to break when energy crashes?
  • What template would save me the most stress this week?
  • How much recovery time do I actually need between meetings?
  • Which boundaries would most improve my client relationships?
  • What would change if I sent weekly updates without being asked?

Further Reading

  • The Trusted Advisor - Maister, Green & Galford (Free Press)
  • Getting to Yes - Fisher & Ury (Penguin Books)
  • Crucial Conversations - Patterson et al. (McGraw-Hill)
  • The Freelancer's Bible - Horowitz (Workman Publishing)

Educational content only. Not medical advice or a substitute for professional diagnosis or treatment.