Feedback spread across a call, an email thread and two chat apps is one of the more expensive habits in a production company. The editor reconstructs it from memory, misses one note, and the round runs again.
You are not going to change how clients communicate. The goal is that whatever they do, one timeline holds every note before the editor opens the project.
Rules that hold in practice
Every note gets a timecode. “The middle bit feels weird” costs an hour of guessing; a comment left at 01:12 costs nothing to act on. Comments in RecReview carry the timecode automatically, so the only discipline is leaving them while watching rather than afterwards from memory.
Feedback that arrives elsewhere gets transcribed. The client will send a voice message. Don’t forward it: open the video, add their notes as time-coded comments yourself, and reply to them in the thread.
Internal direction stays on the same timeline. Your note to the editor about the client’s note belongs under the client’s note as a Team only comment. A team-only comment never reaches the client’s side, in the portal, in an export or in an email, which is what makes it safe to be blunt there.
Resolve as you go. Resolving stamps who closed a note and when, and Hide resolved leaves only the work that is left. The count next to the version tells the client how much of their feedback is already handled without you writing a status update.
Close the round before you start editing
The temptation is to start cutting the moment the first comment lands. A round is finished when the client has said so, by approving or requesting changes, and until then notes are still arriving and some of them will contradict each other.
When the round closes, take the whole list into the edit at once. If you work in Premiere Pro or DaVinci Resolve, the comments can go with you as markers.
Tip: Answering a note in the thread, even with something as short as “done in v3”, is what stops a client re-sending the same comment on the next version.
What’s next
Resolve and track comments, then Export comments to Premiere Pro and DaVinci Resolve.