5 time-saving strategies for responding to online reviews

When managing online reviews, time is of the essence. Responding quickly and efficiently can make all the difference in maintaining a positive reputation for your business.

But with so many reviews to reply to alongside your other tasks, it can be hard to keep up. That’s why we’ve put together this list of 5 time-saving strategies to respond to your reviews quickly and efficiently.

From productivity hacks to embracing AI (Artificial Intelligence), these tips will help you make the most of your time so you can keep your business reputation shining bright.

1. Time Batching

Time batching is a productivity technique where you group together similar tasks and complete them within a set amount of time. Why? Jumping back and forth between different tasks has a profound impact on your productivity. Research shows that every time you switch to a different task, it takes on average more than 25 minutes to get your concentration back.

So rather than responding to reviews throughout the day, you can respond to everything at once and save hours of time. This strategy will help you stay on top of things and avoid falling behind. Plus, it will allow you to craft thoughtful, well-written responses that will show your customers that you care about their feedback


The time you should set aside for replying to reviews really depends on how many you receive. You could spend half an hour at the beginning of each day, or an hour every Monday. There are no hard and fast rules here, so you should do whatever works for you.

However, as efficient as it is, the time batching method can come at a cost. If you allocate time only once a week, you leave a gap of several days with no replies to your reviews. Doing so can have a negative impact on your online reputation, so plan your time batching wisely.

2. Review Templates

Another way to save time when replying to reviews is to have templates ready to go. That way, you don’t have to start from scratch each time – simply customise the template as needed, and hit send.

There are lots of review templates you can use, depending on the situation. Here are a couple of basic examples without any personalisation.

Positive review response template

Thank you so much for your positive review! We’re so glad you had a great experience and enjoyed our product/service. We work hard to deliver the best possible experience for our customers, so we’re thrilled that we’ve exceeded your expectations. Thanks again for your support!

Negative review response template

We’re sorry to hear that you had a negative experience with our product/service. We strive to provide the best possible experience for our customers, so we’re disappointed that we let you down. We would appreciate it if you could please reach out to us directly so we can try to make things right. Thank you for your feedback – it helps us improve our business and better serve our customers in the future.

Review response templates are a great time-saving tool. However, you should try to customise them whenever you can. That might be through using your customer’s name or referring to a specific topic they mentioned. Otherwise, they can feel a little impersonal.

You should also have a pretty large template library at your disposal. If you copy and paste the same handful of responses over and over, potential customers will notice when they start reading your reviews.

3. Outsourcing

A classic time-saving approach is to outsource the work to someone outside your company. However, to make sure the work is the same high quality as your own, you should take your time choosing the right person for the job.

There are a few things to keep in mind when outsourcing:

  • First, make sure that whoever is responding to the reviews understands your brand voice and knows how to represent your company in a positive light.
  • Second, set up some guidelines for how you want the responses to be handled. For example, you may want all negative reviews to be sent to you so that you can address them personally. Or, you may want responses to all reviews within 24 hours.
  • Finally, don’t forget to stay involved in the process and review the responses periodically to make sure they are up to your standards.

When done properly, outsourcing can be a great way to save time while handling your reviews in a personal and professional manner.

4. Review Management Platforms

One of the foundations of creating an efficient system for responding to reviews is to collect them in a systematic, organised way. That’s where a review management platform like Customer Alliance comes in.

Software designed for review management instantly saves you time by automatically putting all your reviews in one place. This technology saves you the hassle of having to visit every different platform where you get reviews for your business.

Customer Alliance’s own Review Stream

These platforms also help you track your performance over time and even get insights into what people are saying about your business. Plus, they can automate some of the more boring parts of review management, like sending follow-up emails. Many review management platforms (like us!) even offer reply templates or AI review responses, helping you be even more efficient.

5. AI Review Responses

AI is an increasingly popular way to help businesses automate their review responses. With the click of a button, you can generate a reply that sounds as if it came from a person.

This technology gives you the benefit of speed while also creating replies that are unique and hyper-personalised. In other words, you get the best of both worlds!

There are a few different AI review response platforms available, each with its own set of features and benefits. When weighing up your options, you should make sure that the AI assistant can work in all the languages you require. You should also double-check that it will integrate easily with any existing systems you have in place.

Note: AI Reply Assistant is a feature on our platform that generated personalised, unique review responses with just one click. Head over to the product page to find out how it enables you to reply 3x faster.


When responding to online reviews, saving time is key. By using templates, outsourcing, and review management platforms, businesses can save a significant amount of time. AI review response platforms are also becoming increasingly popular, as they can help businesses automate the review response process.

Ultimately, the best way to save time when responding to online reviews is to find the solution that works best for your business. If you’re interested in learning more about Customer Alliance, we would love to hear from you! Get in touch today or book your 15-minute introduction to see what we can do.