I want to introduce you to one of my creative business coaching clients. For privacy’s sake, let’s call her Sarah. When she first reached out to me, Sarah’s days were a blur of 2 AM emails, constant notifications, and back-to-back calls. 

Despite talking more than ever, her business was falling apart.

That’s when I asked her a pivotal question: “What if all this ‘communication’ is actually the problem?”

Together, we revolutionized her approach using Communication Rhythms. 

We cut the noise, streamlined processes, and created intentional touchpoints that actually moved projects forward.

The results? Client satisfaction skyrocketed, her team became a well-oiled machine, and Sarah rediscovered her passion for her work.

The most surprising part?

We achieved all this by talking less, not more.

Curious how? Let’s dive into the Communication Rhythms that saved Sarah’s creative business – and could transform yours too.

Why Your Creative Business Needs Communication Rhythms

Sorry to burst your bubble, but as Sarah’s story shows, quantity does not equal quality in communication. If you’re shouting into the void and nothing’s getting done, you’re just “communicating without rhythms.“

Here’s why intentional Communication Rhythms matter:

Your business is leaving money (and so much more) on the table right now. 

Why? 

Because miscommunications (and over-communications) are costing you time, clients, and sanity. 

But there’s a solution! Communication Rhythms. 

Here’s the real impact they’ll have:

• They build trust (with clients, team members, and vendors) and position you as the expert you are
• They reduce anxiety and stress for everyone involved
• They ensure everyone’s on the same page (literally and figuratively)
• They prevent “but I thought you said…” moments
• They eliminate decision fatigue for you AND your clients!

In short, Communication Rhythms turn your business from a game of broken telephone into a well-oiled machine where everyone knows what’s happening, when, and why.

Signs You Need a Communication Rhythm Reboot

Wondering if your business could benefit from some Communication Rhythm fine-tuning? Take a moment to reflect on these common scenarios. Do any of them feel familiar?

✔️ Your inbox looks like a digital hoarder’s paradise.

✔️ Your team constantly asks, “Wait, what are we supposed to be doing?”

✔️ Clients are blowing up your phone asking for updates

✔️ You’re playing whack-a-mole with misunderstandings and missed deadlines

✔️ You’re always battling to keep from slipping down the slippery slope of scope creep.

If any of these hit too close to home, don’t worry. We’re about to turn this communication chaos into a symphony of clarity.

5 Golden Rules of Communication Rhythms

Before we dive into the nitty-gritty of implementing Communication Rhythms, let’s lay down the law with these 5 Golden Rules. Think of them as your communication commandments:

1. Set Clear Expectations: No more “I thought you meant…” moments. Spell it out!
   
   
2. No Surprises: Unless it’s a birthday party, surprises in business are rarely good (and even then, it can be risky).
   
   
3. Assume Nothing: Remember what happens when you assume? Exactly.
   
   
4. One Thing at a Time: Your business isn’t a circus, so stop juggling!
   
   
5. Single Point of Truth: Pick one place for important info. No more scavenger hunts!

Stick to these 5 golden rules, and you’ll be amazed at how quickly your business communication improves. Your team, your clients, and your stress levels will all benefit.

Types of Communication Rhythms Your Creative Business Needs

Now that we’ve identified the need for better communication, let’s explore some examples of specific Communication Rhythms you may consider prioritizing in your creative business:

1. Onboarding & Offboarding: First impressions matter, and so do last ones! Create a smooth, welcoming process for new clients and a thorough wrap-up for completed projects. This ensures clients feel valued from day one and leave singing your praises.
   
   
2. Meeting Rhythms: Make meetings purposeful, not painful. Establish regular check-ins with clear agendas and action items. This turns time-sucking meetings into productive powerhouses that actually move projects forward.
   
   
3. Project Updates: Keep everyone in the loop without drowning them in details. Develop a consistent format and schedule for updates that highlight key progress, challenges, and next steps. This keeps clients informed and team members aligned.
   
   
4. Team Check-ins: Because your team isn’t psychic (probably) and burnout is never a good look. Regular, brief check-ins help you catch issues early, celebrate wins, and ensure everyone’s workload is manageable. It’s like a wellness check for your business.
   
   
5. Client Touchpoints: Show them you care, even when you’re knee-deep in work. Scheduled, proactive communication (even if it’s just a quick “everything’s on track” message) builds trust and prevents those anxious “just checking in” emails from clients.

By layering in Communication Rhythms like these (remember, these are just suggestions to get you thinking!), you’ll create a structure that supports clear, consistent, and effective communication throughout your creative business. The result? Less stress, more productivity, and happier clients and team members.

Tools to Support Your Communication Rhythms

The right tools can make implementing Communication Rhythms a whole lot easier. Here’s a rundown of some game-changers you might consider to support your work:

Project Management 

ClickUp, Asana, or Basecamp (pick your poison) are a few tried and trusted PM options. They help you assign tasks, set deadlines, and track progress all in one place. Choose one that fits your workflow and stick with it. 

COO tip: Don’t try to use every feature at once. Start simple and build up.

Quick Disclosure: The ClickUp link I shared above is an affiliate link, which means when you click the link and make a purchase, it won’t cost you more, but I may receive a commission for sharing this with you. I promise I only ever share what I use and love, though, so I’d be sharing these with you anyway! This disclosure is in compliance with the Federal Trade Commission’s guidelines on endorsements and testimonials.

Team Chat

Slack can be a helpful tool (but use it wisely, not as a 24/7 ping-pong match). This app is great for quick questions and team bonding, but it can become a productivity black hole if not managed properly. Set clear guidelines for usage and encourage your team to turn off notifications during deep work sessions.

Video Calls

Google Meet and Zoom (because sometimes you need to see those facial expressions). For those times when email just won’t cut it, these virtual tools allow for face-to-face interaction

CRM

CRM stands for Client Relationship Manager. Tools like HoneyBook or Dubsado are some of my favorites (keep those client communications organized!). CRM tools help you keep track of all client interactions, from initial inquiry to final invoice. They’re essential for maintaining consistent communication and ensuring nothing falls through the cracks.

Remember, tools are great, but they’re not a replacement for clear, intentional communication. The best tool in the world won’t help if you’re not using it consistently or if your team isn’t on board. Choose your tools wisely, train your team thoroughly, and always prioritize clear communication over fancy features.

Ultimately, the goal is to find tools that support your Communication Rhythms, not dictate them. If a tool is causing more stress than it’s solving, it might be time to try something else. Your communication tools should work for you, not the other way around.

Your Communication Rhythm Action Plan

You’ve seen how Communication Rhythms can transform your business. But knowing isn’t the same as doing.

Right now, you have a choice:

1. You can close this tab and go back to drowning in emails and missed deadlines.
2. Or you can take the first step towards a business that runs like clockwork.

It doesn’t have to be perfect. It just has to be better than yesterday.

Here’s your roadmap to get started:

1. Choose ONE type of communication to focus on (like client updates)
2. Pick the best tool for the job
3. Set a specific rhythm (weekly, daily, whenever-ly – just be consistent)
4. Create a template or SOP (Standard Operating Procedure) for consistency
5. Stick to it for at least a month (no cheating!)
6. See what worked, what didn’t, and adjust

As you implement your chosen Communication Rhythm, pay attention to how it affects your business, your stress levels, and your client satisfaction. 

Don’t be afraid to tweak things if they’re not working perfectly. The goal is progress, not perfection. 

Before you know it, you’ll be ready to tackle another area of communication, building a comprehensive system that keeps your creative business humming along smoothly.

The Bottom Line

Communication Rhythms aren’t just about talking, emailing, or messaging more. They’re about doing those things smarter.

When you nail your Communication Rhythms, you’ll find:

• Your team is more aligned and productive because they aren’t playing guessing games
• Your clients feel valued and informed
• You spend less time putting out fires and more time creating
• Your business actually runs… like a business

Crazy concept, right?

Can’t wait to see the difference Communication Rhythms make in YOUR creative business!

Ready to Get Better at This Business Stuff?

If you’re thinking, “This communication stuff is great, but what about the rest of my business?” – I’ve got you, friend.

Introducing “Business Building for Creatives” – the course that teaches you all the stuff you wish they’d taught in art school. (Spoiler: It’s about running a business, not just making pretty things.)

It gives you the complete toolkit for a sustainable creative business you’ll actually love running.

In this course, you’ll master:

• All 8 essential business rhythms (Communication is just the tip of the iceberg!)
• How to price your work so you’re not leaving money on the table
• The secret to attracting dream clients who value your work (and pay on time)
• A marketing plan that feels as natural as breathing

And a whole lot more “holy moly, where has this been all my life?” stuff.

Don’t let another day go by feeling overwhelmed by your business.

Remember, your talent deserves a business that’s as brilliant as you are.

Let’s make it happen!