If you’ve ever had a project spiral into endless revisions, confusing emails, or a client who “doesn’t get it,” there is a good chance the problem was communication, not your talent.

As creatives, we spend years improving our technical skills. Editing. Design. Motion. Color. Story.
Very few of us are taught how to communicate clearly with clients, managers, or collaborators.

That gap is where stress lives.

In the video on this page I walk through five communication habits that changed my life as a video editor and designer. This article breaks them down in detail, with examples and phrases you can copy and use in your next client email.

You do not have to become a “salesperson.” You just need a few simple habits that:

  • Make clients feel taken care of

  • Protect your time and energy

  • Help projects move forward instead of getting stuck in limbo

Let’s walk through them.

Why communication matters more than your software skills

Over 15 years in multimedia, I have worked as:

  • Producer

  • Graphic designer

  • Lead video editor

  • Content creator

  • Freelance business owner

In every one of those roles, the same pattern showed up:

The most trusted people were not always the most technically gifted.
They were the ones who communicated clearly, calmed people down, and made next steps feel obvious.

Clients, bosses, and collaborators naturally read messages more negatively than we intend.
If your communication is vague, rushed, or full of negative wording, people will fill in the gaps with anxiety.

Good communication does the opposite. It signals:

“I heard you. I understand the goal. I have a plan. You are in good hands.”

You can build that signal on purpose with these five habits.

Habit 1: Avoid negative wording and lead with solutions

A lot of creatives accidentally make situations sound worse than they are.

They write things like:

  • “Unfortunately, that will not work.”

  • “This isn’t possible with what you sent.”

  • “That’s out of scope.”

  • “That is going to take a lot of time.”

Sometimes those statements are true, but the way they are delivered creates friction. The client reads it as:

“You caused a problem, and now I am annoyed.”

Instead, keep the honesty and change the framing so you lead with what can be done.

Examples of cleaner wording

Instead of:

“Unfortunately, the file you sent will not work.”

Try:

“The file you sent is a bit limited, so here is what I can do with it, and a couple options if you would like to improve the quality.”

Instead of:

“That design will not work on mobile.”

Try:

“To keep this readable on mobile, here is a version that keeps your idea but will work well on smaller screens too.”

Instead of:

“That is out of scope.”

Try:

“What you are asking for is beyond what we planned for this round, but we can definitely add it as an extra piece. I can send over a quick quote and updated timeline if you would like.”

Instead of:

“That is going to take a lot of time.”

Try:

“That change is a bit more involved, so I would want to extend the deadline to make sure it is done right. If that timing works for you, I can build it into the schedule.”

You are still protecting your boundaries and being realistic. You are just leading with a path forward, not a wall.

Habit 2: Do not just say “updated” – send a quick recap

This is one of the most common mistakes I see:

Client sends a list of revisions.
You make the changes.
You reply with something like:

  • “All set.”

  • “Updated.”

  • “Here is the new file.”

Technically, that is not wrong.
But you are missing a huge opportunity to build trust and clarity.

Instead, send a short recap of what you actually did.

What a simple recap looks like

On a video project, your email could look like:

Subject: Updated edit with your revisions

Here is the new version of the video. Quick recap of what changed:

  • Tightened the pacing in the first 30 seconds

  • Swapped in your new logo at the end

  • Adjusted audio levels so the dialogue is clearer

  • Color corrected the outdoor shots so they match better

Let me know if this feels closer to what you had in mind, or if you would like another pass.

On a website project:

Here is the updated page. Summary of changes:

  • Rebuilt the hero section so the main message is clearer

  • Increased font size and spacing for better readability

  • Tested layout on desktop, tablet, and mobile

  • Updated the contact form and sent a test submission

You do not need to write a novel. Three to six bullet points is usually enough.

Why this habit pays off

Recapping changes:

  • Shows the client you listened to specific feedback

  • Quietly teaches them what goes into the work

  • Makes it easier for them to review and say “yes”

  • Creates a written record you can reference later if questions come up

For tiny fixes, keep it very short.
For anything that took real effort, always include a recap.

This alone can make you stand out from other freelancers and editors for almost no extra time.

Habit 3: Use short video walkthroughs for major updates

For bigger updates or final deliverables, go one step further.

Do not just send a file and a paragraph. Record a quick screen capture video where you walk the client through what you did.

This works especially well for:

  • Website updates

  • Complex motion graphics

  • Multi-page presentations

  • Any project where “what changed” is not obvious at a glance

Why video walkthroughs work so well

A short screen recording:

  • Prevents misunderstandings that happen when you try to describe visuals in text

  • Cuts down on meeting requests and “Can we hop on a call?” messages

  • Lets everyone review on their own time

  • Gives you space to explain the “why” behind your creative decisions

Something that might sound defensive in a typed email often sounds thoughtful and professional when spoken calmly over a walkthrough.

Clients also feel like they are getting extra value and education, not just files.

How to do it without overthinking

You do not need a full production setup for this.

You can use:

  • Loom

  • Camtasia

  • OBS Studio screen capture

  • Or the built in screen recorder on your computer

Keep it simple:

  1. Hit record

  2. Share your screen

  3. Walk through the key sections or edits

  4. Explain what changed and why

  5. Export and send the link with a short summary

Aim for two to five minutes. Think “over the shoulder tour,” not TED Talk.

Once you get used to doing this, it adds maybe ten minutes to your process and makes you look like you are operating on a different level.

Habit 4: Reply fast, decide slow

Here is a pattern that burns a lot of creatives out:

  • You feel pressure to answer everything immediately, in detail

  • Or you feel overwhelmed and put off replying until you have the perfect response

Both options create stress.

A better approach is:

Reply quickly with acknowledgement.
Decide slowly with intention.

What this looks like in practice

You can batch your communication into one or two blocks per day. When you open your inbox or messages, your first step is to send simple acknowledgements like:

  • “Got it, thank you. I will review everything and get back to you by Thursday.”

  • “This is really helpful context. I will think through the best approach and send you a couple options tomorrow.”

  • “Received the files. I will confirm next steps by the end of the day.”

Now the client knows you saw their message and you care.
You have also bought yourself space to think clearly, check the project, and respond with a better answer.

Set expectations up front

You can take this further by baking it into your onboarding:

“My normal response time is 1 to 2 business days. I will always acknowledge that I received your message, then follow up with a fuller response once I have had time to review.”

That one line sets you free from feeling like you must be “on call” at all times.

Habit 5: Set clear timelines for both your work and the client’s feedback

Most creatives are pretty good at promising when they will deliver something.

They say:

  • “First draft by Friday.”

  • “Revisions by next week.”

What often gets missed is the other half of the timeline:

When will the client send feedback, files, or approvals?

If you never define that, projects stretch out for months. Revisions dribble in. Momentum dies. Your calendar fills up with “ghost projects” that refuse to end.

Ask me how I know.

How to protect your timelines

You can keep this very simple. Add clear feedback expectations to:

  • Your emails

  • Your proposals

  • Your service agreement

For example:

  • “In order to stay on schedule, please send feedback within 7 days of receiving each draft.”

  • “I can keep this project in my active queue for 14 days. If feedback comes later, the overall timeline will shift based on my next availability.”

  • “If we do not receive feedback within 10 business days, the project may be paused and rescheduled.”

You are not being rude. You are giving the client a clear container so the project can actually finish.

This also helps you plan your workload and avoid that situation where four “stuck” projects suddenly come back to life in the same week.

Phrases you can steal for your next client email

Here are some quick lines you can copy and adapt to your own voice.

Leading with solutions

  • “Here is what I can do with the files you sent, and a couple options if you would like to improve the quality.”

  • “To keep this working well on mobile, I would recommend we handle it this way.”

  • “What you are asking for is beyond the original scope, but we can absolutely add it as an extra piece if you would like. I can send a quick quote.”

Recapping revisions

  • “Here is the updated version. Quick recap of what changed:”

  • “I made the following updates based on your notes:”

  • “Summary of changes in this round:”

Acknowledging quickly

  • “Got it, thank you. I will review everything and get back to you by [day].”

  • “Appreciate the detailed notes. I will go through them and confirm next steps tomorrow.”

Setting feedback expectations

  • “To keep us on schedule, please send feedback within [number] days.”

  • “If feedback comes after [date], the overall project timeline will shift to match my next available slot.”

You can save your favorite lines in a text document, Notion page, or email template folder and reuse them.

Quick checklist you can run before hitting send

Before you send your next client message, glance through this list:

  • Did I avoid leading with negative words like “unfortunately” and “that will not work”?

  • Did I offer a clear solution or recommended path, not just a problem?

  • If I delivered work, did I include a short recap of what changed?

  • For bigger updates, would a two minute screen recording make this clearer?

  • Did I at least acknowledge the message and give a realistic time for a full response?

  • Are timelines clear on both sides, including when I need feedback?

If you hit most of those points, you are already ahead of what many creatives are doing.

You will feel more in control of your projects. Clients will feel more confident in you.
And communication will finally start to support your craft instead of fighting it.

Happy creating.