I used to spend four to six hours a week on status calls.
Not discovery calls. Not scope calls. Status calls. "Where are we, what is done, what is next."
This time is not zero value. But six hours of calls to convey information that could be a five-minute read is an expensive way to deliver it.
The weekly update template
Every Friday, every active client gets a short email with the same structure:
Done this week: [Completed items, specific]
In progress: [What is actively being worked on, expected completion]
Needs from you: [Specific decisions, content, or approvals needed]
Next week: [What I plan to work on]
Current status: On track / At risk / Blocked
Under 200 words. Takes five minutes per client.
Why it works
Clients book check-in calls because they are anxious about progress. They do not know where things stand, so they ask.
The weekly update removes the uncertainty before it becomes anxiety. When clients receive consistent updates every Friday, they stop needing to ask.
The "needs from you" section is the most important part. When I am waiting on content or a decision, it is documented. This protects me when timelines slip and it motivates clients to act on their items.
The project dashboard
For projects over six weeks, I set up a simple shared Notion page with milestones, status, and links to deliverables.
The client can check it anytime without messaging me. Most check it once a week. Fewer interruptions mid-session.
Handling clients who still want calls
Structure those calls to be short and decision-focused. "We have 30 minutes. Let me cover the three things that need your input."
A client who received your Friday update before the call has already read the status. The call becomes decisions and relationship, not status reporting.
Setting expectations at project start
Tell clients in the onboarding email: "I send weekly updates every Friday covering what was done, what is in progress, and what I need from you. If something comes up that needs your input before Friday, I will message you directly."
When clients know the system exists from day one, they adopt it naturally.
Async communication is not about being unavailable. It is about making sure the communication you do have is high quality and decision-driven.
The Freelance Command Center includes client communication templates including the weekly update format. EUR 17.
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