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Quick answer
A monthly 30-minute system: audit your listings, check review velocity, answer stragglers, mine themes, feed fixes back to operations. Reputation as a habit, not a panic.
At a glance
All outcome figures are estimates from cited sources, not independent verification by us.
- What it is allowed to do
- Drafts for you
Writes drafts (emails, posts, plans, replies). You review and send. Nothing goes out without you.
- Time saved (estimate)
- ~2 hours per month vs ad-hoc firefighting
- Difficulty
- Advanced
- Tools needed
- Claude, ChatGPT, Google Alerts
- Typical cost
- Free tiers plus free alerts cover this. Paid monitoring tools are optional until multi-location.
Reviewed Oct 19, 2026
Basis (estimate): Estimate basis: assumes scattered reputation work costs ~4 hours a month in context switching vs one focused 2-hour monthly session.
What does this setup do?
Run reputation as a monthly operating rhythm: listing audit, review velocity check, response sweep, theme mining, and one operational fix.
Who is it for?
Established small businesses with 50-plus reviews who want reputation handled systematically instead of in crisis mode.
How do you set it up?
Tools
- Claude or ChatGPT for the monthly audit brief
- Google Alerts for your business name
- Your listings: Google Business Profile, Yelp, Facebook, plus 1-2 industry sites
- A simple tracker: spreadsheet with rating, review count, themes, actions
Steps
- Baseline once: record your rating and review count on each platform, plus your listing accuracy (hours, phone, address).
- Monthly, pull the numbers: new reviews, average rating, response rate, response time.
- Sweep unanswered reviews and draft replies in one batch. Nothing older than 30 days stays unanswered.
- Mine the month’s reviews for themes: top complaint, top praise, anything new.
- Pick one operational fix from the themes and assign it an owner and a date.
- Write the one-page monthly brief: numbers, themes, the fix, next month’s watch item. File it where you will find it.
Example output
Illustrative. Your results will differ.
- 5 new reviews found: 4 positive, 1 needs a reply
- Reply draft ready for the unhappy one
- You approve every reply before it posts.
Where to paste this prompt
Claude: Claude → Project knowledge & custom instructions
Copy-paste prompt
Adapt bracketed fields to your situation.
Run my monthly reputation audit. I will verify the numbers before acting on them.
Business: [name, locations]
Platforms: [Google, Yelp, Facebook, others]
This month's numbers:
- New reviews per platform and average rating: [paste]
- Unanswered reviews: [paste with dates]
- Last month's baseline: [rating and count per platform]
Return a one-page brief:
1. Scorecard: rating now vs last month, review velocity, response rate.
2. Reply drafts for unanswered reviews, under 60 words each.
3. Top complaint theme and top praise theme with 2 quotes each.
4. One recommended operational fix with an owner and a deadline.
5. One watch item for next month.
Rules:
- Flag anything that looks fake for reporting, not replying.
- Do not invent numbers. If I did not provide a baseline, say so.Newsletter
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What usually goes wrong?
Where agents tend to stall on this job. More patterns in Where AI gets stuck.
- Tool sprawl: three dashboards and no habit. Start with a spreadsheet and a calendar block.
- Vanity metrics: total review count going up while the same complaint repeats for six months.
- Skipping the ops fix. The audit is only worth it if something in the business changes.
- Ignoring industry sites. Your Google looks great; your Healthgrades or TripAdvisor tells another story.
Which chat tools work with this prompt?
Paste the prompt into any of these assistants (free or paid tiers).
- Claude
- ChatGPT
Common questions
- How often should I run the full audit?
- Monthly for the numbers and themes. Weekly for the quick review sweep. Quarterly for the deep listing-accuracy check.
- What is a good review velocity?
- Steady beats spiky. A few fresh reviews every month signals a living business. Consistency matters more than any specific number.
- When should I pay for reputation software?
- When manual checking breaks: multiple locations, high review volume, or reviews scattered across industry sites you cannot sweep by hand in 30 minutes.
What tips make it smoother?
- Review velocity matters as much as rating. Ten fresh 4-stars beat a stale 5.0 from 2023.
- Tie every theme to an operations fix. Reputation work that never changes operations is theater.
- Keep listing info identical everywhere. Name, address, phone drift costs you in local search.
- One metric to watch: response rate. Answering everything is the habit that compounds.
Where do the claims come from?
Summaries use public sources linked below, not independent verification. How setups are picked.
- Read Xero’s write-up (Www.Xero.com)
Xero: The five ORM activities: monitoring, generating reviews, responding, suppressing negatives, and handling crises.
- Read DesignRush’s write-up (www.designrush.com)
DesignRush: Repeatable reputation system: audit, respond, generate, align profiles, fix operations, escalate, measure.
Related setups
- How to Use AI to Reply to Google Reviews (Even the Bad Ones)
Draft on-brand replies to Google reviews.
- Reply to 1-Star Reviews Without Sounding Like a Robot
Draft calm, human replies to angry 1-star and 2-star reviews that apologize once, offer one real next step, and take the fight offline.
- Ask Happy Customers for Reviews at the Right Moment
Write short, natural review requests for text, email, and in-person handoffs, timed to the moment the customer feels good.