# Client Feedback System > Designs structured client feedback systems with mid-project check-ins and post-project reviews for service businesses. - Skill: `reaperinvest/client-feedback-system` (Agent Skill) - Install (CLI): `npx skillmds@latest add reaperinvest/client-feedback-system` - Raw SKILL.md: https://api.skillmd.com/api/skills/reaperinvest/client-feedback-system/raw - Safety review: pending - Works with: Claude Code, Claude.ai, OpenAI Codex - Category: Coding & Dev Tools - Author: reaperinvest (https://skillmd.com/u/reaperinvest) - Updated: 2026-09-22 - Page: https://skillmd.com/skills/reaperinvest/client-feedback-system --- # 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. --- ## 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. --- ## 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.** --- ## 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? ``` --- ## 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] ``` --- ## 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 --- ## 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. --- ## 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.