Table of Contents

1. When Projects Stall (and It’s Not Your Fault)
2. Why “Waiting on Client” Is a Legitimate Phase
3. The Line Between Proactive and Pushy
4. How to Track Delays Without Feeling Like a Pest
5. What to Say When You Need to Nudge
6. How ProjectBook.co Keeps You Organized During the Wait
7. FAQ: Managing Client Delays with Clarity

1. When Projects Stall (and It’s Not Your Fault)

You’ve hit send on the draft.

Now you wait.

Maybe the client’s in meetings. Maybe they’re swamped. Maybe they forgot.

In any case, the ball is in their court—and your timeline is on hold.

This is one of the trickiest parts of freelancing: when a project grinds to a halt not because you missed a deadline, but because you’re waiting for something only the client can provide. It’s awkward. It’s frustrating. And it can throw off everything else you’ve planned. But there’s a way to manage these moments gracefully—without chasing updates or compromising your boundaries.

2. Why “Waiting on Client” Is a Legitimate Phase

Too often, freelancers think of client delays as something to “work around.” We shift other tasks, stay on standby, and try to be flexible. And while flexibility is important, it shouldn’t come at the cost of clarity.

“Waiting on client” isn’t a pause in your workflow—it’s a phase of your project. Just like “drafting” or “reviewing.” When you treat it as a valid part of the timeline, it becomes easier to track, communicate, and manage without guilt.

Delays happen. What matters is whether you have a structure in place that helps you navigate them without stress or confusion.

3. The Line Between Proactive and Pushy

It’s a fine line, isn’t it? You want to follow up without sounding impatient. You want to stay on track without overwhelming your client. And you don’t want to micromanage someone who’s already behind.

The key is to shift your mindset. Following up isn’t about nagging—it’s about staying aligned. Your client likely isn’t ignoring you on purpose. They might be overwhelmed, distracted, or unsure of what to do next. A clear, gentle follow-up helps both of you move forward.

Proactive communication says, “I’m keeping us on track.”

Pushy communication says, “I don’t trust you to keep up.”

Keep your tone anchored in collaboration, and you’ll avoid crossing the line.

4. How to Track Delays Without Feeling Like a Pest

Start by naming the phase. Literally. Label the task or deliverable as “Waiting on Client” in your project tracker, so you’re not mentally carrying it around. Seeing it labeled clearly gives you permission to let it sit—without stressing about whether you’re forgetting something.

Set a soft check-in date. For example, “If I don’t hear back by Thursday, I’ll send a follow-up.” This gives the client space while giving you a plan. You can even log that date in your system so you don’t have to think about it again until it’s time to reach out.

When the check-in comes, keep it warm and clear. A simple “Just checking in—do you need anything from me to move forward?” can work wonders. You’re not demanding action. You’re showing up as a partner.

5. What to Say When You Need to Nudge

It’s totally normal to feel awkward about nudging a client, especially if the delay has gone on longer than expected. But clear communication isn’t annoying—it’s part of your job as the project lead.

Try framing it around shared goals. Instead of “Just wondering where your feedback is,” say something like:

“I’m excited to keep momentum going and wanted to see if you had a chance to review the draft. Once I get your notes, I’ll jump into the next phase and keep us on track.”

Or:

“No rush if you’re still working through it—I just wanted to check in and see if you need anything from me before moving forward.”

These messages are soft, professional, and remind your client that the project only moves forward with them, not just because of you.

6. How ProjectBook.co Keeps You Organized During the Wait

Inside ProjectBook, you can track exactly which deliverables or feedback loops are in “waiting” mode. Use custom labels like “Waiting on Client” to tag tasks, deliverables, or even full project phases. That way, you can easily see what’s paused—without cluttering your active list or feeling like something slipped through the cracks.

You can also leave notes on when feedback was requested, when you’ll follow up, and what’s needed before you can move forward. This is especially helpful for long or multi-stage projects, where timing overlaps and you need to keep multiple pieces moving at once.

Instead of keeping it all in your head (or digging through email threads), you’ve got a centralized, calm system that holds everything for you.

7. FAQ: Managing Client Delays with Clarity

Should I charge extra for delays caused by clients?

It depends. Some freelancers build in a “pause fee” or require a rebooking if the project goes cold. At the very least, include language in your contract about project timelines and reactivation if a client goes silent.

What if a client disappears completely?

Set a clear expectation in your onboarding (e.g. “Project will be archived after 30 days of inactivity”). This helps you protect your time and schedule.

Can I keep working while waiting on one part?

Sometimes! If your process allows it, you might shift focus to another phase. But don’t overwork to “make up” for the delay—track it as its own phase.

How does ProjectBook help with this?

You can label any project element as “Waiting on Client,” track communication notes, and set internal reminders for check-ins—all without cluttering your active task list.

Final Word

Client delays are part of the game—but they don’t have to derail your entire process.

When you treat “waiting” as a legitimate project phase and track it with care, you avoid unnecessary stress, reduce mental clutter, and keep your workflow clear. You don’t have to micromanage. You just need a system that holds the space while you wait.

With ProjectBook.co, you can track delays, follow up with clarity, and keep every client project flowing—even when the feedback takes a little longer.

Because the secret to managing delays isn’t rushing.

It’s staying steady.