I learned early on to say my “please” and “thank-you” in order to avoid any minor injuries. Mom had a long reach, and while I was good at ducking, I preferred to do as told then risk a stinging slap. Being polite became so ingrained with who I was; I was even referred to as “polite” in my high school yearbook description. Now THAT’S polite when teenagers point it out.

Which brings me to today’s post, which also happens to be the final post for the 25 Things You Should Do In Customer Service. And that is to be sure to always thank your customers.

In customer service, I notice more often than not, customer service representatives are losing their manners. I’ve been on the phone or in a store on more than one occasion where the representative seemed to barely register a pulse. And while they may not have been rude to me, they surely were not going out of their way to be friendly.

To me, it’s just logical to say thank you to your customers. If they are shopping for your products, and hopefully buying them, you want to thank them for all their worth. Because their worth a lot to you at that point!

Even if the customer isn’t buying from you at that moment, you still want to say thank you. You’re thanking them for coming to visit your store or site. You’re thanking them for the consideration of purchasing your services. And you’re thanking them for hopefully coming again in the future.

You may not think customers notice these simple, small gestures of appreciation, but they do. If a customer comes often enough, they notice consistency of friendliness, manners, appreciation, and attention given to them. I have more than once been in a location I noticed these things and made a point to mention what friendly/polite service they had. It’s also why I would go back.

So from now on, do what your momma told you and be polite. Not just to your customers, but to everyone! And if your momma never told you that, then pretend I’m your momma – Don’t forget to say Thank You!

As a customer service rep for any business, if you tell someone you’re going to follow up with them, then you do it. There are no excuses for not. In fact, there are a few situations you should always be following up with the customer:

• You’ve told a customer you will get back to them with information they’ve requested
• A customer has a scheduled service
• At the end of any service visit made by your company

Not only is it common courtesy to follow up with someone you already told you would call, but most of the time, that person is waiting for you to provide information that is important to them. And often that information is costing or saving them time and money.

If a customer has a scheduled service, a quick reminder call to your customers is a nice way of showing your business is considerate of their time. It also ensures there won’t be any problems with a tech going out to the location and no one being there.

Often, when a service trip is over, many businesses feel that is where their contact with the customer ends. This is a big mistake, because essentially, they’re making the assumption that everything went fine with the service call, or that the customer has no questions. And we all know what it means to assume.

When I was an Account Coordinator, it was part of my responsibility to contact the customer within 48 hours from the end of the service visit. And while most of the time, everything with the service went very well, there were a number of times there were problems. Either the customer wasn’t happy with the service itself, or they actually had to have a tech come back out to the location. Sometimes, they had questions about the service, but hadn’t had the opportunity to call in. Whatever the case, they ALL were appreciative that I had followed up with them.

Here are a few rules you should abide by for follow up:

• Always give a specific time or time frame you will contact the customer (within an hour, by end of business day, 5:00p.m., within 24 hours, etc.)
• Always call back within the time frame you gave the customer
• Follow up should always be within the first 24 hours if possible, and no more than 48 hours maximum. If follow up needs to be extended, give the best estimated time for follow up you can
• If you have to be delayed in contacting a customer back, always acknowledge and apologize for the delay
• Make sure you have the correct contact information to reach the customer – even if they’ve already given it to you

One of the things I often see is what is effectively a sales position wrapped up in the guise of “customer service representative”. They key to knowing this is truly a sales job is the descriptions commonly use phrases such as:

“go-getter”
“aggressive”
“self-starter”
“self-motivated”
“work for commission”
“ability to motivate customers”

You should never see any of those words in a customer service representative job description. All of these phrases are “action” oriented to get other people to do something. In a customer service position, you aren’t trying to get customers to “do” something, so much as your job is to “help” them with something. Or rather, the customer wants YOU to “do” something.

I don’t know if I’m seeing this more and more now because companies are trying to get around the “bad-word” of sales and gain more attraction to the job. Personally, I hate sales. I don’t like solicitation in general, and although I was told I would make a great salesperson, I never had any desire for the position.

But Sales is a necessary evil, and in business, it’s a good one. How else do you get people to buy your stuff? As the article points out, it isn’t all about customer service. I do agree with this. If you don’t have someone proactively reiterating the benefits of your company service or product, while you may still have sales, you won’t have them at the rate you want them to be. Sales in an active form can generate more bang for your buck and gain new customers you wouldn’t have if you’d remained passive.

And Sales is most effective when you combine it with great customer service, but it shouldn’t be just about customer service. As the article discusses, when you use customer service as your only sales tactic, you’re really only generating information, but not actively gaining assurance of a buy. As a salesperson, your job is to seal the deal and know when you walk away you just added a new customer and more money to the company’s bank. And when you have great customer service skills combined with selling tactics; that is a powerful tool right there.

However, it doesn’t work the other way around. Sales is not customer service. Customer service should be focused on assisting the customer where their problems, questions, concerns, and inquiries. Customer service is about information and communication. If I’m calling in to find out how I can get my vacuum cleaner fixed, I don’t want the rep on the phone trying to up-sell me to their latest and greatest product. If I wanted to buy something, I would have either said that directly, or simply gone to the store to purchase a new one.

Take a look at the article and see how this may apply to your company. Have your salespeople become more like customer service reps? Are you trying to use your customer service reps as salespeople, when they really should be just called Sales?

I remember a time when I had to contact my doctor’s office to follow up on some regular testing I had done. Of course I received their automated answering service, which directed me to push various numbers to get to the lab results page for my doctor.

When I finally punched the last number, the line rang for a moment, but then a robotic woman’s voice came over the phone and told me I was dialing an incorrect extension – then proceeded to hang up on me.

I stared at the phone a moment, surprised and confused. I didn’t think I’d dialed the wrong number. In fact, I was pretty darn sure I’d followed the instructions precisely. And the fact that instead of letting me try over, I was hung up on – well – let’s just say I didn’t appreciate having to start all over again.

But I did. I re-dialed every number, careful to listen to all instructions and make sure I did everything right. I got to the last step, and line rang as before, only to be told I had an invalid extension. Click. Now this was just getting downright rude.

I was baffled. I had been given this number by the doctor’s office. In fact, it was written on the business card I had obtained the very last time I was there. I knew I wasn’t making a mistake, so why couldn’t I get through?

I called back, but this time I pressed the main number to speak to a “live” office person. After a few minutes of waiting, I finally reached someone to talk to. Fortunately, she was able to help me. When I told her about trying to call through the extension I’d been given, she let me know the extension had been changed and was the reason I couldn’t get through.

Well, at least I had an answer, and that’s fine and dandy. But why hadn’t they updated this information on their answering service? Why did they still have old cards out with the wrong information? Why did I have to go through 15 minutes of frustration just to figure it all out?

In the customer service field, giving out incorrect or incomplete information can have a serious impact on your image. While I’m not going to fire my doctor for the incident, it did leave me with a bad taste in my mouth and an expectation that when I call them again, I may have to brace myself for a run-around.

Mis-information can build negative feelings. And if your customer has any other poor experiences with your business, this will only be piled on top with the rest of them, resulting in loss of trust and possibly loyalty.

Customers expect companies to give them valid facts from the get-go. It doesn’t matter how small it may be, if it’s not dead-on, you’ll have trouble on your hands.

So make sure you’re always providing accurate details to your customers. Better yet, do what Santa does – check it, then check it twice. You know Santa doesn’t want any billions of ticked off kids coming after him!

• • Calm, confident, live operators
  • Rigorous training
  • Customized service plans
  • 24 hour support

I have to agree, on paper, those seem like pretty good advantages if you’re considering using an answering service for your office. However, the article points out, these are what the really good answering services offer. So where does this leave the rest?

Which comes to my hesitation on using these services. When it comes down to it, it’s really about the quality and integrity of the company you’re hiring for what type of service your going to get – same as any other. I would also be looking at the reasons you need to hire an answering service and what you want to get out of them.

Is your staff too busy to be taking phone calls?
Do you have a limited budget and are looking to outsource?
Is there a particular subject or question your callers ask about?
Do you feel your staff isn’t competent enough to assist with your call volume?

While these may be valid reasons to use an answering service, there could be alternatives for you to consider. If it’s really about lack of time for your staff, and limited money, is there really an advantage to hiring an outside source, or does it make more sense to hire additional inside staff assistance?

If you’re trying to save money, you’re more likely to be looking at companies that may not provide all the customer support services you’re looking for. They may just offer to take the calls and message, but they don’t do the trouble shooting or other services your customers want or need. This could be detrimental as a customer who wants an answer becomes frustrated they aren’t talking to the “right person” when they need to.

And are you really saving money? Is it more cost effective to hire outside services instead of hiring an additional assistant? What are the advantages and disadvantages to you and your company? Are you making any customer service sacrifices by hiring an outside resource? These are things to seriously consider when making the decision to use an answering service.

I would only consider using one of these services if they guarantee the same things I can and would want to provide in-house. That means thorough training so the customer doesn’t know they are speaking to someone not directly employed by the company. Someone who is knowledgeable about your companies services and can assist with questions confidently. If the provider you’re looking at can’t guarantee you at least that – move on. If the service can give you all you want and more, and it’s within your budget, then certainly check it out.

It’s no coincidence then that businesses are starting to look more closely at social media to use in their marketing approach. In fact, large companies such as Zappo’s and Comcast have already achieved great success with these resources.

Twitter seems to be the growing trend to use now for many companies, and as a result, they’ve committed to having immediate response to any customer complaints received through that source. And it’s definitely made an impact. People are talking and what they’re saying is – they like it.

I feel anything that helps you reach out to your customers and makes it a more pleasurable experience for them is a good one. But as with everything else,  you’re only as good as you use them – meaning if you don’t have the right team backing up your social media efforts, you could actually contribute to your own poor customer service.

I’m interested to see which direction social media will take in the next few years; particularly to see which of the social media resources will survive. There’s already a known decline in MySpace as Facebook takes over the #1 spot. And Twitter is surpassing them all, especially now that it’s becoming a celebrity sensation as well. I’m curious to see what new social media entities will be around in the nest 5 years.

The article I read today covers social marketing and the impact it’s been having having in today’s world. Hopefully you’ll find it useful as you determine how to use social media to improve your own customer service. Enjoy.

According to a March, 2009 Forrester report titled “The State Of Service Provider Customer Service”, the number of services offered by “service” companies is increasing, while the amount of money they are able to… (read full article).

I assumed, for most of my direct reports, the answer would have been money. This was mainly because I knew many of them had been working there a long time, and the job is time-consuming and demanding. Not to mention it was always the hot topic of conversation come review time when they didn’t get as much of an a pay increase as they had hoped (not my doing, but because of the on-going tightening of the budget).

So it was to my surprise that only a couple of people opted for money as what was their driving motivation. Some simply wanted recognition. Others enjoyed helping customers and the feeling of satisfaction that came with it. Still others enjoyed being a leader amongst their peers.

And according to the article, those finding coincide nicely with the typical responses the survey has received over the years.

Until now.

Apparently I’ve finally been proven right. Money has taken over the top spot of what employees want most out of their workplace. Per the writer of the story, he feel the reason is due to fear.

With the global economy the way it is, I don’t feel he’s too far off the mark. Although, in my opinion, if it were fear driving them, I would think that job security would be at the top of the list instead of compensation. And in return, I would assume most would be dissatisfied with how much they make in lieu of so many companies cutting back on bonuses and the like.

As a business owner, it’s important to know what will make your employees happy and do what you can to satisfy those needs. Knowing today that it is most likely money can be tricky. For one thing, if your employee’s mind-set is only on money, and their worry over it, this could potentially transfer into a lack of productivity and motivation.

In the meantime, there is still hope the economy will be turning back around sooner rather than later. During that time, continue to reassure your employees and help ease their fears if you know your business is still stable. Knowing they won’t be the next one in line for the unemployed can do wonders for the psyche.

(read full article here)

If you are a small or even large business with a commercial loan that may be in jeopardy, hopefully you’ve been seeking solutions to your woes. While you may not have money raining down on you right now, your main business is most likely customer-based. If so, there are some things you can consider to help boost your monetary gains and start putting it back into payments for your loan:

• Build up your marketing – This is usually one of the first things to go in a bad economy. Big mistake. No one is going to be buying from you if they don’t know you’re there. Advertising doesn’t have to be expensive. Shop around for the lowest prices for the most/best exposure. If you don’t have the money for advertisement, see if you can barter services or product.
• Get creative – Offer new sales programs, coupons, discount days – anything to get people in your store and willing to spend money. For items that haven’t been moving, offer deep discounts. It’s better to get some money than NO money.
• Customer Service Excellence is Key – (You knew I’d say that, didn’t you). If you haven’t already made improvements to your customer service – shame on you. This should be a major focus in today’s economy. Why? Because people talk. If you’re wondering why people aren’t coming to your store, it’s either because they can’t afford your stuff, they don’t like your products, or your service stinks. It’s almost always one of those 3 things, if not all 3. But if you go above and beyond to satisfy your customers, they will keep coming back. And there’s also that little thing called “Word-of-Mouth”.

These are just a few things to consider that may help you through to the other side. But they are things worth considering.

One thing I found amusing when reading this article – just below this one was a report on how new home sales had made a huge increase for the month of June. So maybe there’s a little bit of hope on the horizon yet.

Having worked in a call center for twelve years, I have some opinion on them. Granted, my experience was probably better than others due to the fact I handled accounts directly, instead of just taking random calls every thirty seconds. Having more control of your day definitely has it’s perks.

The good things I see about call centers is the convenience for the customer. Everything is routed through one location. You can easily be transferred to different departments as needed. It’s also cost effective to the company to have one central location.

But the same positives of a call center are also it’s negatives. While it’s a one-stop shop for customer service, it can also be frustrating for a customer calling and not knowing exactly who to talk to. They may call the wrong department number, or get routed to fifteen different people before connecting with the right one. I know this happened several times at my old company and customers were not happy about it.

And being “cost effective” has a disadvantage to the employees working there. Call Centers traditionally have lower wages for front-line jobs that are the most stressful and time-consuming. Turn-around at call centers is high. It doesn’t surprise me when employees are required to answer the phone within 2 seconds and get off within 30 seconds or less, regardless of what the customer needs.

Working at a call centers can be a thankless job with not-so-great pay. Why stay somewhere where the majority of your calls are from someone with a problem? Usually irate to boot. Most companies are more interested in keeping costs low, they don’t focus on the needs of employees, which is a big mistake.

One way to change this is to better understand the value your employees can have to your business. Focus should be on training employees on how best to deal with customer calls through customer service excellence.

Screening of employees should be carefully done to weed out those people who most likely don’t really care about the customer, or who will end up most likely hating their job within six months and become unproductive.

Wages at call centers should, in my opinion, start at a minimum of $15/hr and go up from there. Most call centers minimum start at $9-$11/hr. There should also be more incentives created and even simple things that make the workplace a more fun and appealing place to go to.

In other words – invest in your employees as much as you invest in your customers.

Some are saying customer service is just a poor as always in some areas, or in fact, is declining as employees become more disgruntled with work conditions. Others say – such as the following article, that businesses have taken heed of the recession and have taken steps to improve their customer service as a result. And this in turn is helping the economy slowly begin to recover.

Perhaps it’s a little bit of both. The stronger and smarter businesses who know where they need to make changes to survive the economy have been making the right choices and taking action. The others who don’t care as much, or maybe don’t know how to make effective changes, are the ones suffering.

I can tell you one thing – the mention of customer service offices moving overseas too save money is definitely not the answer. In fact, I was quite disappointed to read that bit of information. While I understand the need to save money, outsourcing simply leads to a slew of other problems, as I’ve mentioned in one of my previous posts. Any companies using this method as a means to save money will only find themselves losing business because their customers will not be satisfied with their new customer service.

In the meantime, take a look at the article and see what you think. Are we moving out of the recession? Is customer service actually getting better? Let me know what you think!

Customer satisfaction has been on the rise since late last year and some analysts think the upward trend is a… (read article here).