Client care (L1-2) Flashcards
What is client care?
In general client care is looking after your client’s best interests, providing value for money and satisfying their needs.
Why is client care important?
- To gain repeat business
- To avoid complaints and/ or claims
- To mitigate reputational damage to the RICS and your organisation
How would you establish a clients brief/ needs/ objectives?
Defining a client brief at the start of any instruction or project is essential.
It will be based on discussions with the client as well as desktop research.
The brief should be recorded in writing and used to inform the agreed terms of engagement which may include headings such as:
- Scope of work
- Required outputs
- Deadlines and
- Reporting format
Why is it important to understand the client?
Such that the service can be tailored to mitigate any misunderstandings, dissatisfaction and complaints.
Give me an example of why and how you would tailor the service.
- Size of client’s business - A larger organisation may require a more detailed communication and reporting strategy given multiple levels of approvals and stakeholders involved
What is the difference between client care and duty of care?
- Client care is creating a pleasant experience whilst duty of care is putting the clients best interests at the forefront.
- For example a client may wish to do something that would be illegal, impractical or impossible and the surveyor owes the client a duty of care to inform the client of that.
What is a Duty of Care?
A duty of care is to ensure that another party does not suffer harm or loss that can arise from a breach of contractual obligations or Tort of Negligence.
Why should you follow up verbal advice in writing?
So there is an audit trail which may be needed in the event of a professional negligence claim.
When and why is it important to avoid using jargon?
Surveyors should avoid using jargon when advising or communicating with those who will not understand it to avoid dissatisfaction, misunderstanding and complaints.
How would you avoid using jargon?
- Simplifying a contractual process using a timeline for example such that terminology which may be unfamiliar to the stakeholder is avoided
What should be included in an organisations complaints handling procedure?
As a minimum it should include:
- Contact details for the person whom deals with complaints
- A request that complaints are made in writing
- The stages of the complaints handling procedure (noting that the RICS requires a minimum of 2 sages)
- The timescales for considering the complaint
When should feedback be obtained?
Throughout at the end and after the engagement to get well rounded feedback.
What is a communication strategy?
It is written at the start of a project in the project execution plan and sets who needs to be informed of what and when. It also gives details of who is in what role and gives contacts details.
What is stakeholder management?
It is the process by which you organise, monitor and improve your relationships with your stakeholders.
The first step is to identify who they are.
Some may have high power and high interest in which case you manage them closely whilst on the opposite end of the spectrum others may have low interest and low power in which case you monitor them.
What measures should be taken to try and avoid PI claims? DUARUK
- Don’t advise outside your field of experience
- Use RICS guidelines
- Avoid poor management and excessive workloads
- Record recommendations and advice given
- Use proper letters of engagement, scope of services and terms of engagement
- Keep detailed records of meetings, conversation, etc