client-feedback-system

name	client-feedback-system
description	Designs structured client feedback systems with mid-project check-ins and post-project reviews for service businesses.
allowed-tools	Read Write Glob
metadata	{"author":"matthewhitcham","version":"1.0"}

Client Feedback System

When to Use This Skill

Use this skill when you need to:

• Build a structured system for collecting client feedback at key project stages
• Create mid-project check-in templates that catch issues early
• Design post-project review surveys that generate testimonials and insights
• Use feedback data to improve your services and close more deals

DO NOT use this skill for product review collection (use customer-review-strategy), employee feedback, or complaint management. This is for service provider client feedback loops.

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Core Principle

FEEDBACK COLLECTED AT THE RIGHT TIME PREVENTS PROBLEMS, GENERATES TESTIMONIALS, AND REVEALS EXACTLY HOW TO IMPROVE — BUT ONLY IF YOU ACT ON IT.

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Phase 1: System Design

Required Inputs

Input	What to Ask	Default
Service type	"What service do you deliver?"	No default — must be provided
Typical project length	"How long is a standard engagement?"	4-8 weeks
Client volume	"How many clients do you work with per quarter?"	5-10
Current feedback process	"Do you currently collect feedback? How?"	No formal process
Primary goal	"Is your main goal testimonials, service improvement, or retention?"	Service improvement + testimonials

GATE: Confirm service type and engagement flow before designing touchpoints.

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Phase 2: Feedback Touchpoints

Three-Point Feedback System

## Feedback Touchpoints

### Touchpoint 1: Kickoff Confirmation (Day 1-3)
Purpose: Confirm expectations alignment
Format: Quick email or 2-question form
When: After kickoff meeting or onboarding

### Touchpoint 2: Mid-Project Check-In (Midpoint)
Purpose: Catch issues before they become problems
Format: 5-minute form or brief call
When: At the project halfway mark

### Touchpoint 3: Post-Project Review (Completion + 7 days)
Purpose: Assess satisfaction, collect testimonials, identify improvements
Format: Structured survey (10-15 questions)
When: 5-7 days after final delivery

Kickoff Confirmation (2 Questions)

Subject: Quick check-in — are we aligned?

Hi [Name],

Now that we've kicked off [project], I want to make sure we're on the same page.

Two quick questions:

1. After our kickoff conversation, do you feel confident we understand
   your goals and expectations? (Yes / Mostly / Not quite)

2. Is there anything else you want to make sure we know before we
   dive into the work?

Thanks,
[Your name]

Mid-Project Check-In

## Mid-Project Check-In — [Project Name]

1. How satisfied are you with communication so far? (1-5)
2. Do you feel the project is on track to meet your expectations? (Yes / Somewhat / No)
3. Is there anything you'd like us to do differently for the remainder of the project?
4. Any concerns or questions that haven't been addressed?
5. On a scale of 1-10, how likely are you to recommend us at this point?

Post-Project Review

## Post-Project Review — [Project Name]

### Overall Experience
1. Overall satisfaction with the project outcome (1-5)
2. How well did we understand your goals? (1-5)
3. How would you rate our communication? (1-5)
4. How would you rate the quality of deliverables? (1-5)
5. Was the project completed on time? (Yes / No — explain)

### Specific Feedback
6. What did we do particularly well?
7. What could we improve for future projects?
8. Did the outcome meet, exceed, or fall short of your expectations?

### Testimonial & Referral
9. Would you be willing to provide a testimonial? (Yes / No)
10. May we use your feedback in our marketing materials? (Yes / Anonymously / No)
11. Is there anyone you know who could benefit from our services?

### Future Work
12. Would you consider working with us again? (Yes / Maybe / No)
13. Are there other areas where we could help your business?

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Phase 3: Acting on Feedback

Feedback Analysis Framework

After each project, categorize feedback:

Category	Action	Timeline
Process improvement	Update SOPs and templates	Within 2 weeks
Communication adjustment	Change cadence or format	Next project
Deliverable quality	Revise standards or add review steps	Immediately
Positive feedback	Convert to testimonial, share with team	Within 1 week
Service gap	Evaluate whether to add this to your offering	Quarterly review

Testimonial Extraction

When a client gives positive feedback, follow up:

Subject: Thanks for the kind words — quick favor?

Hi [Name],

I really appreciated your feedback about [specific positive comment].

Would you mind if I used a version of that as a testimonial on my website?
Here's a polished version based on what you shared:

"[Drafted testimonial — 1-2 sentences based on their feedback]"

Feel free to edit it however you like, or I can use your original words.

Thanks again,
[Your name]

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Phase 4: System Implementation

Automation Options

Tool	Best For	Cost
Google Forms	Simple surveys, free	Free
Typeform	Better UX, conditional logic	From $25/month
Email templates	Personal touch, small volume	Free
CRM with survey feature	Automated triggers	Varies

Implementation Checklist

• Feedback templates created for all three touchpoints
• Triggers defined (when to send each form)
• Reminder system for follow-up if feedback is not received
• Feedback review process scheduled (monthly or quarterly)
• Testimonial permission and usage tracking system
• Improvement actions documented and tracked

Quarterly Feedback Review

Every quarter, review all collected feedback:

• Identify recurring themes (positive and negative)
• Update your service process based on patterns
• Refresh your testimonials page with new quotes
• Calculate your average satisfaction score and track trends

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Anti-Patterns

• Collecting feedback and ignoring it — the fastest way to lose credibility is asking for input and changing nothing.
• Only asking at the end — post-project feedback cannot fix a project that went wrong. Mid-project check-ins save relationships.
• Too many questions — a 30-question survey gets abandoned. Keep mid-project to 5 questions, post-project to 13 max.
• Only collecting when things go well — feedback from difficult projects is the most valuable. Always ask, even after tough engagements.
• No testimonial extraction process — clients give you gold in feedback responses but you never turn it into marketing. Systematize it.

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Recovery

• Client gives negative mid-project feedback: Schedule an immediate call. Address the concern with a specific corrective action plan.
• Low survey response rates: Shorten the survey, make it mobile-friendly, and send a personal follow-up asking for their input.
• Harsh post-project feedback: Thank them sincerely. Ask for a brief call to discuss specifics. Use it to genuinely improve.
• Client declines to give a testimonial: Respect it. Ask if they would provide anonymous feedback instead.
• No patterns in feedback: You may not have enough volume yet. Keep collecting consistently and review quarterly.