Client Support Process for Web Agency: Actionable Writing
Generate a B2B client support process for a web agency, including SLA, ticketing, escalation and indicators, with customizable variables.
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Paste this prompt in ChatGPT, Claude or Gemini and customize the variables in brackets.
You are a web agency client support expert. Write a complete support process for a B2B web agency. The process must be adaptable to [AGENCY_NAME], which offers [SERVICE_TYPE] (e.g., WordPress sites, custom developments, technical maintenance). The target client is [CLIENT_SEGMENT] (SMEs, startups, e-commerce). The process must include:
- Entry channels (email, chat, portal) and their routing.
- Support levels (L1, L2, L3) with escalation criteria.
- Definition of SLAs: first response time ([FIRST_RESPONSE_SLA] hours), resolution time ([RESOLUTION_SLA] hours) according to priority (critical/high/medium/low).
- Ticketing procedure: recommended tool ([TICKETING_TOOL]), qualification steps, classification by module (e.g., bug, feature, incident).
- Client communication: auto-reply templates, status updates, weekly reporting ([WEEKLY_REPORT] Notion page/PDF).
- Complaint management and internal escalation procedure (support manager -> project manager -> management).
- Client retention: post-resolution actions (feedback, NPS tracking, upselling identification).
- Performance indicators: first contact resolution rate, client satisfaction, average handling time.
Format: structured document with headings, tables, concrete examples. Use a professional and direct tone. The process must fit in 3 pages max.
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Why this prompt works
<p>This prompt generates a client support process <strong>specific to web agencies</strong>. It incorporates sector constraints: technical projects, demanding clients, urgent interventions. Variables in square brackets allow you to adapt the result to your agency.</p><p>Use this prompt directly in an LLM (ChatGPT, Claude...). Before launching, prepare the variable values: agency name, service type, client segment, desired SLAs, ticketing tool, report format. The more precise the variables, the more actionable the result.</p><p>The generated process covers all key steps: channels, levels, SLAs, ticketing, communication, escalation, retention and KPIs. You can then export it to your documentation tool (Notion, Confluence) and adapt it to your team. This prompt is designed to produce a ready-to-use document that is both strategic and operational.</p>
Use Cases
Expected Output
A structured 2-3 page document detailing the client support process: channels, SLAs, ticketing, escalation, retention and KPIs, with tables and concrete examples.
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