How to create a student feedback process

To continuously improve your teaching and build strong relationships, you need to ask your students and parents for their thoughts. The most effective way to do this is by creating a simple, regular feedback process, such as a short online survey sent out once a term or a quick, informal chat every few weeks. This shows clients you value their opinion, helps you solve problems before they grow, and ultimately makes your service better.

Why is gathering feedback so important?

Beyond just making improvements, a good feedback process helps your business in several ways:

• It builds trust: Asking for an opinion shows you care about the student's experience, not just the payment. This builds loyalty and makes clients feel valued.
• It helps with retention: Happy clients stay with you longer. By listening and adapting, you give them every reason to continue choosing your service.
• It provides testimonials: Positive feedback can be turned into powerful testimonials for your website and marketing materials (always ask for permission first!).
• It helps you innovate: Students and parents might suggest new services or ways of working that you hadn't considered, helping your business to grow.

How to create your feedback process

You don’t need a complicated system. A straightforward and consistent approach is all it takes. Follow these steps to get started.

1. Choose Your Method
   Pick an approach that feels right for you and is easy for your clients. You could use a combination of methods.
   
   • Online Surveys: Use a free tool like Google Forms or Typeform to create a short survey with 3-5 questions. You can email the link to parents to complete in their own time.
   • Informal Check-ins: Dedicate the last five minutes of a lesson to have a quick chat with the student. For younger learners, a brief, scheduled phone call with a parent every half-term works well.
   • Email Request: Simply send a polite email asking for their thoughts on how things are going.
2. Decide What to Ask
   The questions you ask will determine the quality of the feedback. Avoid simple ‘yes/no’ questions and encourage detailed responses. Focus on their experience and what could be improved.

   Example questions for a survey or chat:
   - What has the student enjoyed most in our recent sessions?
   - Is there anything they have found particularly challenging or confusing?
   - On a scale of 1-10, how happy are you with the progress being made?
   - Do you have any suggestions for how I could make the sessions even better?

3. Schedule It In
   Consistency is key. Decide when you will ask for feedback and stick to it. A good starting point is to ask for feedback after the first 4-6 weeks with a new client, and then once every school term after that. Put a reminder in your calendar so you don’t forget.
4. Listen and Act on It
   Collecting feedback is pointless if you don't do anything with it. When you receive feedback, always thank the person for their time. If they raise a valid point or make a good suggestion, let them know how you plan to act on it. Closing the loop and showing that you’ve listened is one of the most powerful ways to build a strong, lasting relationship with your clients.