As a freelancer from the global south, working with international clients can open the doors to better pay, more opportunities, newer technology tools, and even early access to certain important industry-specific information. However, these new doors can also bring its unique challenges, and without the right approach and mindset, you may have a torrid time settling in with your new clients.
This is why flexibility is an important weapon in your arsenal. Understanding and adapting to cultural differences quickly can be the difference between long-term success and consistent struggles with new, international clients. In today’s guide, we will help you navigate common cultural gaps and build stronger client relationships.
Understanding Time and Deadlines As A Freelancer
Different cultures view time and punctuality differently. Western clients, particularly from North America and Northern Europe, often follow a strict scheduling culture. Here are a few key differences to take note of:
– “End of day” in the US typically means 5 PM, so ensure you know what timezone your client is in, so you do not send your deliverable late.
– When a US client says “next week,” they usually mean within 5 business days.
– European clients often expect detailed timeline updates, even for small tasks. So when you can, provide regular, detailed updates on projects, ensuring these updates are concise.
– Many Western clients view deadline extensions as unprofessional, even with valid reasons. So try to avoid extending deadlines as much as you can, and in situations where there is no other option, communicate the reason for this deadline extension fast.
With these differences in mind, here are some practical tips to help you stay in control of the situation and stay onside:
– Always clarify deadlines in writing with specific dates and times.
– Always have a world clock or global time converter at hand so you can know the exact time in your client’s timezone.
– Factor in buffer time for unexpected issues.
Communication Styles
Direct vs. indirect communication is one of the biggest cultural gaps freelancers face. For Western clients, you may notice that they:
– Prefer direct feedback and clear status updates.
– Value proactive communication about problems.
– Expect quick responses to messages (usually within 24 hours).
– May interpret silence as disinterest or lack of progress.
This is why when working with clients like these, you need to quickly pinpoint their communication styles and adapt.
Here are some pointers that can help:
– Be more explicit in your communication without sacrificing courtesy.
– Instead of “I’ll try my best,” you can be more specific and say “I can deliver this by [input specific day and time]“.
– Replace “maybe” with clear yes/no answers.
– Document important conversations in writing so all parties can have some point of reference if any confusion arises.
– Set clear communication expectations at the start of the project.
Managing Payment Expectations
One part that interests all freelancers, payment cultures vary significantly across regions, affecting how all parties handle financial discussions. Here are some challenges you may encounter:
– Different payment terms (Net 30 vs. immediate payment).
– Various payment platforms and their availability/operability within your region.
– Currency exchange rate fluctuations.
– Banking holidays and transfer delays.
To reduce the possibility of any disagreements, you should:
– Discuss payment terms before starting work.
– Include currency, payment method, and timing in contracts.
– Consider time zones when setting payment deadlines.
– Build transfer fees into your rates if necessary.
– Keep detailed records of all financial communications.
Project Scope and Expectations
Cultural differences may affect how project requirements are understood and communicated. Here are a few factors to consider:
– Western clients often expect detailed project plans.
– Some cultures view constant questions as a sign of incompetence or a poor understanding of project requirements (noticed this with a couple of Middle Easterners).
– Quality standards may differ across regions.
– Revision expectations may vary by culture.
Here’s how to handle these project requirements and expectations professionally:
– Create detailed project briefs and get client approval.
– Where necessary, you can use examples and references to clarify expectations.
– Break large projects into smaller milestones.
– Regular check-ins to ensure alignment with project goals.
Building Trust As A Freelancer: A Multicultural Outlook
Trust-building mechanisms vary significantly across cultures, affecting client relationships. With Western clients, they may expect:
– Regular progress updates.
– Professional online presence.
– Portfolio of past work (most effective when it’s in a related niche or the same niche as your client’s project).
– References or testimonials.
– Proper business documentation (where necessary).
Trust is not earned in a day… or by working on a single project, but in the same way little drops of water make an ocean, the right actions at the right time can develop trust in a client-freelancer relationship.
Here are a few strategies that can be of help:
– Maintain updated professional profiles.
– Document your work process.
– Share relevant case studies.
– Keep communication records.
Working with Different Management Styles
Management approaches can affect project dynamics, as these approaches differ depending on the team you’re working with.
Here are some factors to look out for with a team’s (or client’s) management style:
– Level of oversight expected.
– Decision-making processes.
– Team hierarchy.
– Problem-solving approaches.
Depending on how your client approaches these factors, you can adopt some of these strategies to help you stay in sync:
– Clarify reporting structures early.
– Understand decision-making chains.
– Adapt to preferred meeting styles (if you’re in a team where they prefer meeting with cameras on, then ensure you’re in a well-lit, quiet room before you join the meeting).
– Learn the client’s feedback preferences.
Technology and Tool Preferences
With a myriad of tools available nowadays, it is no surprise to see some clients adopt lesser-known tools for their projects. Some of these tools are cost-effective. For other clients, they may just prefer these tools because of their regions and technology restrictions. Adapting to new tools on every project can be challenging for any freelancer, no matter how intuitive these tools are, this is why it is advisable to:
– Learn multiple popular tools in your niche, so you can adapt faster to your client’s needs.
– Suggest alternatives when needed.
– Document tool procedures.
– Consider the client’s tech restrictions when making suggestions.
Handling Cultural Misunderstandings
Misunderstandings are a part of the human experience, and no matter how much we try, misunderstandings will occur. How you handle them is what matters most. Here’s what to do when this happens with a client–or teammate.
– Address issues promptly.
– Maintain a professional tone.
– Focus on solutions and not the personnel involved.
– Document resolutions.
– Learn from each experience.
Moving Forward
Success in international freelancing requires continuous learning, unlearning, relearning, and adaptation. Always remember that every client relationship is unique… and that at the end of the day, you’re there to help your client win.
