IAM2716 – The One Email That Saves Hundreds of Hours

The “Day Zero” Foundation

This episode explores a vital communication strategy designed to eliminate the common headaches of scope creep and miscommunication before a project even begins. By sending a specific email to every new client, you can set clear expectations regarding what is included in the work and, just as importantly, what success actually looks like. The goal is to establish a professional tone from “day zero,” ensuring that both parties are aligned on the project’s boundaries and ultimate goals.

Defining Success and Cadence

The core of this discussion focuses on two critical pillars: communication cadence and win conditions. You will learn why it is essential to outline exactly how often you will talk, the platforms you will use, and expected response times to prevent frustration. Furthermore, the episode highlights the importance of defining “done” by establishing win conditions, which ensures that both the service provider and the client know exactly what they are celebrating at the end of the engagement.

The Power of Radical Clarity

Ultimately, the episode argues that clarity is the primary driver of trust in any professional relationship. By refusing to assume that clients know what you are thinking, you can prevent nearly every common issue before it starts. This proactive approach to communication saves hundreds of hours and prevents countless difficult conversations, building a solid foundation that makes every subsequent step of the production process significantly easier.

Previous Episode : https://iamceo.co/iam2715-the-importance-of-the-secret-sauce-in-knowing-how-to-offer-your-services/

• Blue Star Franchise: bluestarfranchise.com
• Browse the Franchise Inventory: bluestarfranchise.com/franchise
• Is franchising right for you? Check this out to see: bluestarfranchise.com/assessment
• Franchise CEO (A CBNation Site – coming soon) – franchiseceo.co

Check out our CEO Hack Buzz Newsletter–our premium newsletter with hacks and nuggets to level up your organization. Sign up HERE. 

I AM CEO Handbook Volume 3 is HERE and it's FREE. Get your copy here: cbnation.co/iamceo3. Get the 100+ things that you can learn from 1600 business podcasts we recorded. Hear Gresh's story, learn the 16 business pillars from the podcast, find out about CBNation Architects and why you might be one and so much more. Did we mention it was FREE? Download it today!

Transcription:

Gresham Harkless 00:00
Here's the one email I wish I sent to every single new client that sets the tone for our entire relationship. Honestly, if I sent this out, it would save me from headaches, scope creep, and miscommunications than anything else I've ever actually done. If you're building something meaningful, you're in the right place. This is the I Am CEO Podcast. I'm gresh, and for over a decade I've had the honor and the privilege of Learning directly from CEOs, entrepreneurs and business owners just like you on how to build after recording more than 1600 episodes, one thing has become clear. Success isn't about following someone else's blueprint. And as I like to say on the show, if you run your own race, you can't lose. Even when we feel the journey should be a straight and linear path, what I've come to find out is success is a lot more like a plate of spaghetti. So in this special segment and episode, I'm starting to curate and share some CEO hacks and CEO nuggets that I've been dying to share. Drawn from thousands of the episodes with phenomenal guests that have provided awesome value on the show, but also my 10 years of business experience as well too. These lessons are designed to strengthen the foundational principles that every business is built on and guided by a simple equation that we always go back to with our content. Visibility plus resources times connections equals success. This is practical wisdom you can apply almost immediately, so be sure to check out the show notes for more resources and next steps on how to level up. And of course, enjoy this special episode of the I Am CEO Podcast.

Gresham Harkless 01:37

Here's the one email I wish I sent to every single new client that sets the tone for our entire relationship. And honestly, if I sent this out, it would save me from headaches, scope creep, and miscommunications than anything else I've ever actually done. Why haven't I done it? To be honest, I'm not actually absolutely sure. But here's what it is. First, set clear expectations. What we're doing, what we're not doing, what success actually looks like. Second is to really outline that communication cadence, how often we talk, where we'll talk, and response times. Third is going to be the win conditions. What does success ultimately look like? What just done actually will look like. And ultimately, what are we celebrating at the end of this? Now here's why that works. Clarity builds trust. When people understand and know exactly what you expect, there's no confusion, no frustration, and no assumptions. And it sounds weird, but it actually prevents every client issue before it starts. Sending this one email out could probably save hundreds of hours and countless difficult conversations. Set clear expectations from day one. Frankly, from day zero, if I could even say that it saves you time, saves them time, and it builds a foundation that makes everything else so much easier. And here's where I get it wrong more than anything else. Don't assume people know what you're thinking, you actually tell them and communicate it.