When clients want daily calls

How to set boundaries without losing the project.

Ever had a client who seems to think you’re on-call 24/7?

I signed up for a project, not a daily stand-up. I swear, sometimes it feels like clients forget we’re not employees clocking in and out every day.

Recently, someone in a community that I’m in asked about a tricky client situation, let's call this lady, Jaime.

Jaime is a freelance technical writer for software, and the client suddenly requested daily video calls — despite the project only needing 20 hours a week. Jaime never had a client who wanted to have a video call every day.

That's the reason why she doesn't work full-time in an office, probably the same reason for most of us here.

Although Jaime told the client before that there were no daily calls included, as the project went on, the client started requesting them.

She didn't know what to do. On one hand, she couldn't handle daily calls, on the other, she didn't want to risk losing the client.

She doesn't know how to put her words so that the client gets it tactfully.

Been there. Let’s break this down.

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Why Clients Default to Daily Check-ins

Clients love reassurance. And sometimes that comes in the form of unnecessary Zoom calls. It’s not always because they’re difficult.

Often, it’s just their comfort zone.

If they’ve worked in an office, daily check-ins are normal. It may just be convenient for them to quickly get it over and done with.

Or maybe they had a freelancer ghost them in the past and now overcompensate.

Whatever the reason, the result is the same: too much face time and less actual work time.

But here’s the thing — our job as freelancers, service providers (and budding entrepreneurs) is to set the rules of engagement. When I was freelancing full-time, I learned this the hard way.

If you don’t create boundaries upfront, you’ll find yourself overcommitting and underbilling.

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Why I Don't Do Daily Calls

Let's get real. Daily calls deplete productivity. Here's why.

• Interrupts Deep Work — Creative and technical work benefits from uninterrupted focus. Calls interrupt the flow.

• Micromanagement Creeps In — Daily check-ins say, "I don't trust the process." And, believe me, you feel it.

• Unbillable time adds up — You're no longer only writing or designing; you're also managing client concerns, unpaid.

I used to believe that accepting to these calls was simply part of providing good customer service.

Nope. It turns out that overservicing causes burnout and missed deadlines.

Guess what? Clients don't even see better results. They just feel like they're watching you more carefully.

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How to Set Boundaries (Without Alienating the Client)

The goal isn’t to say no outright. It’s about offering a better solution — for both sides. Here’s the framework I use (and teach in my course on productized services):

1. Acknowledge Their Concerns

“I completely understand the need to stay updated, and I really appreciate how involved you are in the process.”

• Clients want to feel heard. By acknowledging their concerns, you immediately lower the resistance to what you’re about to suggest. You’re showing empathy, not dismissiveness.

2. Offer a Compromise

“To keep things moving smoothly, how about we schedule two calls a week? In between, I can send over progress notes or Loom videos.” Or “You can send over a Loom screen recording to explain what you’d like me to do”.

• The key here is to replace the daily call with something that still provides visibility but doesn’t eat into productive time. Offering a structured update (progress reports, asynchronous videos) maintains the client relationship while protecting your workflow.

• Loom videos are magic. Both you and the client can walk through what you both want to say without needing to sync schedules. Plus, clients can watch them on their own time. Besides Loom, you can also use other tools like Tella.tv.

3. Frame It as Beneficial to Them

“Fewer calls mean I can dedicate more hours to the actual writing, which keeps us on track for the deadline.”

• Always frame the boundary as something that benefits the client. It’s not about you wanting fewer calls; it’s about maximizing the time spent on the deliverable.

• This shifts the focus from communication to results. Clients care about getting the best output, not micromanaging how it happens.

4. Set Communication as Part of the Service

• If you haven’t already, build communication into your packages. For example:

  • "Package A: Weekly Progress Reports"

  • "Package B: Bi-weekly Video Calls + Reports"

• This productized approach sets expectations upfront. If clients want more face time, they can pay for it.

• This method not only streamlines your process but adds perceived value to your offerings. Clients choose the level of communication they’re comfortable with, and you avoid endless renegotiations.

5. Create a “Default Communication Process”

• I like to outline a default communication process at the start of every project. For example:

  "We’ll have two check-ins: one at the start and one mid-week. Outside of that, I’ll send weekly progress notes every Friday."

• By clearly defining this, clients know exactly what to expect, and it prevents them from adding new calls spontaneously.

Quick Tip: Productize your communication. Package your updates and check-ins into the service itself. For example, build “built-in weekly reporting” into your offering. That way, you’re not negotiating on the fly — it’s just how you operate.

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If They Push Back – Hold Your Ground (Nicely)

Some clients might resist. That’s okay. This is where you lean into professionalism and gently but firmly draw the line. Here's how to expand on the conversation:

“I completely understand that you need more communication, and I value that you want to stay informed regularly. The current scope we've agreed on is 20 hours of work per week, which is fully required for the work itself. Without this, we may not be able to complete it on time or with top quality. For additional check-ins, we will have to adjust the scope or include communication hours as an add-on service."

By framing it this way, you're not saying no, and your clients can tell you are coming up with a way to work with them. Often, clients will back down once they realize the additional cost.

Another approach is to offer a structured add-on, such as:

“If you feel regular calls are essential, I offer a communication package that includes daily or thrice-weekly updates. This ensures we stay connected without interrupting the workflow for other clients. Would you prefer this option?"

This maintains boundaries and positions you as someone who values time and efficiency. Well, and if they really want to pay for daily calls, why not let them?

Now the ball is in their court. If they want more, they know they can have it by paying for it.

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Respect Your Time — And Theirs

You shouldn't be paid for your availability. You are providing a service and paid for the results you produce.

Boundaries are not about milking clients. They are about being professional with how you work. That also helps protect your time.

So, when a client asks for daily calls, don't jump on it too quickly. I always tell myself this:

"Fewer meetings lead to better outcomes".

If they still want to chat every day? Well, maybe they need an office buddy, not a freelancer.

Ever faced situations like this? How did you handle it? Drop your war stories below — I’d love to hear them!

Marilyn

P.S. I know boundaries are hard to set. Get your time back in 5 days here for free → https://marilynwo.kit.com/scopecreep