User Feedback Collection Template

There is no magic number, but 5-10 entries per week from at least 3 different channels gives you enough diversity to spot patterns. If you are collecting fewer than 5 per week, your team probably is not logging consistently. If you are collecting more than 30, consider delegating the logging to customer-facing teams and focusing your time on synthesis.

Start with whatever your team will actually use. A Google Sheet or Notion database works well for teams under 20 people. If you have a large support volume or need to connect feedback to CRM data, tools like Productboard, Dovetail, or UserVoice add useful automation. The structure matters more than the tool. This template works in any format.

Do not ask them to read the raw log. Share the synthesis table instead. Better yet, pick the 2-3 most impactful quotes each week and paste them directly into your team's Slack channel or sprint planning doc. Short, specific quotes from real users are more persuasive than any amount of PM analysis.

Feedback describes a user's experience, problem, or reaction. A feature request is a user's proposed solution. "I cannot find my recent documents" is feedback. "Add a recent documents sidebar" is a feature request. Always log the feedback (the problem), not just the request (the proposed solution). The problem is stable. The best solution may be something the user never imagined.

Rank themes by frequency (how many users mentioned it), business impact (does it affect retention, activation, or revenue?), and effort (what would it take to fix?). The [Kano Model](/frameworks/kano-model) is useful for classifying whether a theme is a basic expectation, a performance differentiator, or a delighter. Themes that are both high-frequency and block a core workflow should go to the top of the stack. ---