The FeedForward Cards I get are so valuable to everyone - they tell me what's missing, and what hit. 

FeedForward Card comments are what stimulated the extra workshops:

• Fill the Filing Cabinet
• 7-Minute Presentations
• Best Client Workshop
• GateOpener Workshop

and the extra extra workshops:

• How to Build a Referral Marketing Plan
• How to Work an Association
• How to Turn a 7-Minute Presentation into a Marketing Tool

When I used to manage a team I learned that the most important question I could ask was:

"What was your intention here?"

To generate a good discussion, a thought process, and novel ideas. 

Now I send clients reports which start with next actions. I present these in 3 columns:

1. Next action, which I fill in
2. Expected outcome, which I fill in
3. Actual outcome, which I leave blank for the client to fill in after the fact

We use any discrepancies between expected and actual outcome to review performance and decide what to do next. That wayy all progress is build on actual outcomes, not on desires. 

I have my prospects and initial clients complete a financial snapshot.

The serves two purposes...

1.  It helps me with a prospect to see where they are with their finances and to be able to better prepare for our consultation

2.  It gives both prospects and clients a view of all their finances in one place.  This can be very eye-opening if they are not paying attention.  Also, as clients work with me, I have them do this periodically to help them see the progress they are making.

It is completed by GO High Level and tracks opportunities, contacts.  THere is also a tracking of emails that are going out and the date and time.

More a benefit for me, as a coach my clients are tracking their progress.  

In my business, one important report that’s completed by someone else is the year-end tax return, prepared by my clients’ CPAs. My role is to provide clean, accurate books, but the CPA brings a different perspective. They look at the numbers through the lens of tax law and compliance, ensuring the client pays the right amount and takes advantage of available deductions.

That outside perspective benefits me because it validates the work I’ve done throughout the year and highlights any areas where the client’s accounting systems can be strengthened. It benefits my clients because they know both sides are covered—the bookkeeping is accurate and the tax return is compliant. By working together, we provide a more complete picture of financial health than either of us could alone.

Mold testing is always handled by a third party outside of Penco. That way the results come from someone completely independent, so there’s no conflict of interest. It keeps everything at arm’s length and gives my clients peace of mind knowing the report is accurate and unbiased.

Every month, I lead a team call where each assistant shares a tip, tool, or workflow they've recently implemented to better support their client. We capture the best of those learnings in a shared “Best Practices” document, which serves both as a training guide for new assistants and a growth resource for the whole team. This is always my favorite part of the call because when we work smarter, our clients see the results in faster turnaround and more proactive/efficient support.

One of the key reports at Roswell Junction that’s handled by someone else is our event sales and operations recap, which is completed weekly by our Events Manager, Jordan Hallmark. This report details everything from upcoming event leads and confirmed bookings to post-event notes, guest feedback, and operational takeaways.

Jordan’s perspective is incredibly valuable because she works directly with clients during the planning and execution phases. She understands the fine details, from menu customization to A/V needs, and can highlight opportunities or potential challenges that I might not see from a higher-level operational view.

This benefits both our leadership team and our clients. Internally, it allows us to adjust quickly, improve processes, and stay ahead of potential issues. For our clients, it means smoother communication, faster response times, and events that consistently feel well-organized and tailored to their vision.

What report do you have that is completed by someone else?

We use Keap as our CRM system, and one of my team members runs monthly reports based on tags we apply to contacts. These tags reflect specific interests or needs—for example, “Interested in Reiki Refresher” or “Not interested in online classes.” The tags come from conversations my assistant documents when she’s in touch with clients, students, or program graduates.

How does their perspective bring you, and your clients, benefit?

This process helps us stay deeply attuned to what people care about. Because my team captures and organizes this information regularly, we can personalize outreach in a meaningful way. When we launch a new program or event—locally or virtually—we’re able to share it specifically with those who’ve already expressed interest, rather than sending generic updates. It helps our community feel seen, respected, and supported—and it allows me to stay focused on serving them soulfully and strategically.