4 Tips for Managing Expectations & Setting Boundaries with Clients

Service based business owners, who work directly with their clients, know the challenge of maintaining healthy boundaries within their business relationships. Whether you're a life coach, business mentor, or holistic practitioner, clear boundaries aren't just vital for your own well-being—they're absolutely essential for providing the best possible service to your clients.

Without clear boundaries and expectations, you risk burnout, misunderstandings, and a direct impact on your ability to serve those who need you most.

We’ve got four practical tips to help you manage expectations and maintain boundaries, in your professional relationship with your clients. These strategies will allow you to show up fully for your clients while also honoring your own needs and limitations.

Tip 1: Set Clear Expectations from the Start

The foundation of a healthy client relationship is clear communication from the very beginning. By setting these expectations early, you create a framework for a productive and respectful working relationship. 

Here's how to set the stage:

1. Leverage Initial Consultations

Use your first meeting or discovery call to clearly outline what clients can expect from    working with you. This is your opportunity to:

   • Discuss your approach to working together

   • Outline the expected outcomes and timeframes

   • Clarify the client's role in the process

   • Address any misconceptions or questions about your services

2. Create a Clear Service Agreement

As part of your onboarding process, create a written agreement or contract that outlines:

   • Your services in detail

   • Fees and payment terms

   • Session duration and frequency

   • Cancellation and rescheduling policies

   • Confidentiality clauses

   • Any other relevant details specific to your practice

3. Communicate Availability and Response Times

When you start work with a new client, make sure you are upfront, honest and firm about your availability. 

Clearly outline and discuss:

   • Your working hours

   • How quickly clients can expect responses to emails or messages

   • Your policy on between-session communication

   • Emergency contact procedures (if applicable)

Pro Tip: Consider creating a "Welcome Packet" for new clients that includes all this information. This will set clear expectations, give all necessary info and add a professional touch to your onboarding process.

Tip 2: Establish & Communicate Your Boundaries

Once you've set those initial expectations, it's time to establish, and consistently communicate, your professional boundaries. 

Remember, the boundaries you create aren’t walls between you and your client, they are guidelines so both parties have the best and most productive working relationship possible. 

Start with these steps: 

1. Define Your Working Hours

   • Clearly state your working hours and stick to them.

   • Consider setting "office hours" for client calls or sessions.

   • Communicate your policy on weekend or after-hours availability. 

2. Set Limits on Communication Channels

• Prior to beginning your work together, decide which communication methods you'll use (e.g., email, phone, messaging apps).

   • Establish when you'll be available on these channels.

   • Consider using a scheduling tool for booking sessions and automated responses to avoid back-and-forth emails.

Pro tip: A platform like Automation on a Mission allows you to create those automated responses and give you back the time and mental energy of managing client expectations about response times.

3. Be Crystal Clear About the Scope of Your Services

   • Outline what is and isn't included in your services.

   • If you're a life coach, clarify that you don't provide therapy or medical advice.

   • For business coaches, be clear about what types of support you offer (e.g., strategy vs. done-for-you services).

Tip 3: Learn to Say No (Gracefully)

As a service provider, someone that helps and supports others, saying no can be one of a big challenge. However, it's an important skill for maintaining boundaries and making sure you are able to give your best to your clients!

1. Recognize the Power of Saying No

   • Understand that saying no to things outside your boundaries allows you to say yes to what's truly important.

   • Remember that maintaining your boundaries ultimately serves your clients better.

2. Understand How to Decline Requests

   • Respond with empathy and understanding but be firm.

   • Acknowledge the client's need or desire while also respecting yours.

   • Clearly state why the request is outside your scope or boundaries.

   • If appropriate, refer back to your initial agreement.

Example: "I understand this is important to you, and I appreciate your trust in me. However, this falls outside the scope of our coaching relationship. Let's refocus on the goals we initially set together."

3. Offer Alternatives When & If Appropriate

   • If possible, provide resources or referrals that might help the client with their request.

   • Suggest how the client might address the issue within the context of your current work together.

   • If it's a recurring issue, consider whether it indicates a need to adjust your service offerings for future clients.

Pro tip: Build a network of trusted professionals for referrals. This allows you to still be helpful while maintaining your boundaries.

Tip 4: Regularly Check-in and Reassess

Boundaries aren't set in stone. As your relationship with clients evolves and your business grows, it's crucial to regularly review and adjust your boundaries. This ensures they remain effective and continue to serve both you and your clients.

1. Schedule Periodic Check-Ins Ahead of Time

   • Set up regular check-ins with your clients (e.g., quarterly).

   • Use these sessions to talk about what's working well and address any concerns.

2. Address Boundary Creep

   • Be aware of signs that boundaries are blurring (e.g., clients consistently running over session time or expecting responses outside working hours).

   • Address issues promptly and kindly.

   • Refer back to your original agreement when necessary.

Example: "I've noticed our sessions have been running over lately. Let's revisit our agreement and see how we can make the most of our scheduled time together."

3. Make Adjustments as Needed

   • Be open to evolving your boundaries as your practice grows.

   • Ensure any changes are mutually agreed upon and documented.

   • Communicate changes clearly to all affected clients.

When you’re in a business that serves people, managing the expectations of your clients while also maintaining healthy professional boundaries is an ongoing process that requires clear communication, consistency, and sometimes, a bit of courage. 

By implementing these four tips, you're not just protecting your energy and time, you're creating a more professional, effective, and sustainable business.

Strong boundaries benefit both you and your clients and remember, it's okay to start small! Choose one area to focus on and gradually implement these tips. With time and practice, maintaining healthy boundaries will become second nature.

Your ability to transform lives is your gift to the world. Use clear expectations and boundaries to help build a business that continues to share your magic for years to come!