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Find the real themes in a pile of customer feedback

Customer feedback reaches me in every shape: survey answers, call notes, support threads. Reading all of it properly never fits in the week. This is how I find the pattern, with the evidence attached.

You'll haveThe top themes in your feedback, how often each came up, and a real quote for each
Time15 minutes
You needYour feedback as a list or spreadsheet export, and any AI assistant

Steps

  1. Export the feedback as a list. A spreadsheet column copied and pasted works fine.
  2. Remove names, emails and anything else that identifies a person.
  3. Paste the prompt below with the feedback.
  4. Spot-check two or three themes by searching the original list for the quotes.
  5. Share the top three themes, not all of them. Three gets action; ten gets a nod.

The prompt

Copy it, then replace the [highlighted parts] with your own details.

Find the themes 
Here are [NUMBER] pieces of customer feedback, one per line:
[PASTE THE FEEDBACK]

Group them into themes. For each theme give:
- A clear name for the theme
- How many pieces of feedback mention it
- Whether it is mostly positive, negative or mixed
- One or two quotes copied exactly from the feedback

Sort themes from most to least common. Put anything that fits no theme in an "Other" group rather than forcing it in.

What a good result looks like

An illustrative example. The company and figures are made up.

1. Setup takes too long - 23 mentions, mostly negative "It took us two weeks before anyone could actually use it." 2. Support is fast and friendly - 18 mentions, positive "Every time we asked, someone answered within the hour." 3. Reports are hard to find - 11 mentions, negative "I know the data is there, I just can't find the report."

Make it better

  • Ask it to compare this batch with last quarter's themes to see what is growing.
  • Ask for the one change that would address the most feedback at once.
  • Keep the counts honest. If a theme has three mentions, say three, not "several".

Faster with

Tally.so. Collect feedback with a free form in the first place, so the answers arrive in a clean list that is ready to paste. Unlimited responses are free.

Before you install: Everything people submit is stored in your Tally account. Only ask for personal details you actually need.

Try Tally.soAffiliate · Free for unlimited forms and responses. Pro $24 a month

Before you paste anything, remove details you would not share outside your company, such as customer names, contract terms or personal information. How to use AI at work safely

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