Customer Service Tip of the Week

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Be Flexible to Fill the Gaps - 10/6/26


The non-profit has the expected challenges.  There are only 3 people in the organization, yet, they have the same responsibilities of a larger company.  They have to do finance, sales, marketing; they deliver their services to the community, and they need to keep a pulse on what’s going on Read more

Is This Good Customer Service? - 9/29/26


A friend of mine reached out to me recently as she waited for the electrical technician to show up at her house to do some minor repairs.  She had never worked with this company before, but they sent a text about the tech who was soon to arrive. The message Read more

Ownership when Fixing Others’ Errors - 9/22/26


We were conducting training with a client recently, and one of the participants, Jackie, is in a role in his organization where he goes out to the customer site to investigate issues, address customer complaints, and fix problems.  While he’s at the site, he often gets an earful from Read more

Why “No” is So Important - 9/15/26


The employee told the caller: “I don’t think that is possible.” The customer eventually hung up, and redialed to ask a different employee the same question. The employee responded to the customer: “That’s probably not the best way to do it.”  Then, the customer kept asking question after question, arguing Read more

It’s Not “You,” It’s “I” - 9/8/26


During a business writing course that I took years ago, the instructor had us write an e-mail.  I can’t recall if it was written to a co-worker or customer, but after writing this e-mail, she had us count every “I” and “You.”  We talked about how we need to Read more

It Shouldn’t Make a Difference, But… - 9/1/26


We have this conversation with lots of our sports clients, but the principles apply across all different industries.  Too many service representatives view a conversation with a customer as a transaction.  Just get him off the phone as quickly as possible.  The customer is Joe Public, not Joseph Pendergrass.  Read more

Use What the Customer Gives You - 8/25/26


Scenario #1: The customer sent an e-mail to the general inbox at the company.  The message noted that the customer needed to get a family member added to their account, but they couldn’t tell from the website how to do so. The next morning an employee opened up the e-mail, Read more

How Better Customer Service is Better for You - 8/18/26


Oftentimes, we have employees in training or workshops who really want to understand what’s in it for them to deliver better customer service.  How does the employee benefit from a better customer experience? Noted below are 5 different aspects of a great experience desired by the customer.  What if... The customer Read more

Manage New Customer Expectations - 8/11/26


The fan had never been to a motorsports event before, but they had been to concerts.  They had been to big conferences.  At those other events, they could park right next to the venue, many of the activities were indoors, and weather was a non-issue.  So, they were not Read more

Complement Empathy with Action - 8/4/26


A man falls into a hole, and he can’t get out.  He starts yelling for help, and a doctor walks by and looks down the hole.  The man in the hole yells to the doctor “Please help me.  I’ve fallen into this hole!”  And the doctor takes out a Read more

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Confirm the Real Issue Before You Start Solving – 3/10/26

Posted on March 10, 2026 in Customer Service Tip of the Week Please leave a comment

Have you ever gone “down the rabbit hole?”  It involves going deep into some topic, some discussion – with analysis that creates complexity as much as it resolves it.  And that dive into the rabbit hole often starts with a simple question.

Going down that rabbit hole takes time and energy.  In customer service, sometimes that extensive effort is needed, but sometimes it’s not.

Since effort is required to get at the answer, we want to avoid going down that rabbit hole whenever possible.  And if we need to dive in, let’s ensure we’re at least going down the right rabbit hole to help the customer.

They had a poor experience at your office, but what aspect of the experience turned them off?  Was it the people or the process or the layout or the temperature in the room?

They had issues with your website, but what were the types of issues that they encountered, and what device were they using to access the website?

They had a question about the status of their application, but are they concerned with: Estimated time to resolve, or whether their application was received, or who had it, or what stage it was in the process?

For each of these examples, we could make the assumption for what the issue was, at the office, with the website, with their application.  And we could go down a rabbit hole of investigation that didn’t address their core need.

Or…we could ask a few clarifying questions to make sure we knew exactly what they were seeking or curious about.  Then, we could confirm the real issue before we determined how to get them an answer.  We could know whether we really needed to go down a rabbit hole, and – if so – which one to jump into.

Before you start solving, confirm the real issue.

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One Question to Prevent a Follow-up Call – 3/3/26

Posted on March 3, 2026 in Customer Service Tip of the Week Please leave a comment

The way some performance metrics work, you would think companies would prefer for their staff to talk to the same customer 4 times on the same topic for 8 minutes each rather than talking to them once for 10 minutes.  Many management metrics are too focused on average length of call rather than reducing the number of callbacks or increasing first call resolution.  It’s a transactional mindset from management that can trickle down to a transactional mindset from staff – where representatives become more focused on getting off the phone quickly than trying to avoid the even more inefficient follow-up call.

But we want to be smarter than that.  We want to be willing to extend a call by 1-2 minutes if it means avoiding 1-2 future calls on the same topic.  So, if there’s One Question you could ask to prevent a follow-up call, what would it be?  Well, I’m going to give you several examples of that “One Question” to ask:

  • Did you get your question answered?
  • Is there anything else I can help you with while we’re talking?
  • Did you get your need fully addressed?
  • What else can I do for you today?
  • Is there anything else you want to know about before we wrap up our call?

 
There’s nothing magical about these questions.  They’re all variations of the same theme.  Even though you think you have fully addressed their need, before you wrap up, convey a little patience.  Uncover whether there’s anything else related to your response that would be good to cover while you have them on the phone.

This One Question could avoid them having to figure out who to call when that other need pops in their mind.  It avoids them having to wade through your call queue and wait to get on the phone with one of your co-workers (or YOU!) again.  It could avoid your teammate having to open the call and close the call and ask all the discovery questions in the middle; it would avoid having the customer repeat themselves to refresh your co-worker on prior discussions. This One Question could avoid your co-worker having to read through all the detailed notes on the prior call for them to get up-to-speed.

Convey patience before the close.  Ask one more question to prevent the follow-up call.

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Stay Calm When the Customer Isn’t – 2/24/26

Posted on February 24, 2026 in Customer Service Tip of the Week Please leave a comment

There are all sorts of others’ emotions that you have to deal with as a customer service professional.  The other person could be anxious or upset, they could be angry or agitated.  It can run the gamut of emotions, but for you to deal with them in the best way possible as well as maintain a good mental state in the heat of the moment, it helps if you can stay calm even when the customer isn’t.

I’m not going to talk more about why it’s so important for you to stay calm; let’s just skip to “The How.”

Breathing deeply is hugely beneficial.  But you need to be intentional about your breaths – in slowly and deeply, hold for a second or two, and then out.  Not too loud because you don’t want to sound exasperated – just deep and slow.  This method helps the body to relax, get the pulse rate down, and the consideration of your breath (thinking about your breathing) helps your mind to relax.

Good self-talk is a wonderful thing in these situations.  Tell yourself that their emotions are not about you, they’re about the situation.  Tell yourself that you want to help this person.  Get in the right frame of mind so that your focus is helping this unique person in this – to them – unique situation.

Write down their comments – the “old time” paper/pencil works.  It gives you a focus on a stagnant piece of paper instead of focusing on an agitated customer.  Writing their comments forces you to focus on facts and documentation.  If you mix looks at the paper with looks at the customer, they’ll feel you’re considering what they’re saying is important.  Oh!  And it helps to literally tell them that you’re taking notes because what they’re saying is important.  Let them see your notes – you have nothing to hide; you’re just writing down their words.

When you’re dealing with that emotional customer, to gear down your own emotions, focus on breathing, positive self-talk, and documenting the facts so that you can move that customer more quickly toward a solution.

Stay calm when the customer isn’t.

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