improvement | Customer Service Solutions, Inc.

Don’t Harp on the Customer’s Mistake - 6/24/25


Seth’s daughter, Sarah, had missed some swim classes, and Seth remembered that the aquatics center had several make-up classes available late in the summer.  So Seth pulled up the class schedule on his phone, found one that worked on his and Sarah’s schedules, and planned to attend a session Read more

Create Customers for Life - 6/17/25


Veronica has gone to the same automotive service shop for at least 20 years.  She bought a new car about a year ago, and this is the third car she’s brought to the shop instead of taking her car to the dealer where she bought it.  She’s had three Read more

Don’t Turn the Customer into the QA Department - 6/10/25


Roberta received a form with information filled in by the company after her conversation with the account rep.  Roberta just needed to review the information, fill in some of the blanks, sign it, and resend it in order to set up a new account. She noticed that the effective date Read more

Imitate to Improve - 6/3/25


Oscar Wilde said that “Imitation is the sincerest form of flattery.”  Now this doesn’t mean that plagiarism is the sincerest form of flattery.  Nor does it mean that great impersonators such as Rich Little, Dana Carvey, or Frank Caliendo are always offering flattering portrayals of those that they imitate. Wilde’s Read more

How the Customer Perceives a Truth as a Lie - 5/27/25


You’re the customer, you’re asking about an unused item that you’re returning, and you hear the employee say: “The refund process takes 7-10 days.”  You’re thinking: “Great!  I can get the refund check as early as a week from today!”  The reality is that the company means that they’ll Read more

Tell Customers What’s Next - 5/20/25


In most businesses that have been around for a while, how a process was originally designed is not how it currently operates.  Sometimes this change is referred to as “practical drift,” where the actual process moves further and further away from the documented steps over time.  Maybe the changes Read more

Questions to Guide You to Empathy - 5/13/25


“If I was him, I would do ABC…” If you’ve ever heard somebody say this - whether it’s a friend or acquaintance, whether it’s some TV reporter or podcaster - you may get as frustrated or as annoyed as I do. I get annoyed because we are not that other person. Read more

Negate the Nervousness - 5/6/25


The customer needed a loan, so he walked into the bank, but he was a little nervous.  He knew that launching his business would be easier if he had some working capital, but that’s about all he knew.  He was anxious because he didn’t know what to expect in Read more

Don’t Rush to Resolve Quickly - 4/29/25


The customer is angry, so you use the CSS LEAD technique as designed.  You, listen, empathize, accept responsibility, and deliver on a remedy.  But it doesn’t work.  The customer is still upset, and maybe even a little more frustrated than when you started…why?! If the use of this technique fails, Read more

Energy v. Apathy - 4/22/25


I asked a couple friends who are much more scientifically-oriented the question: What is energy?  I didn’t mean E=MC2.  I meant physiologically, what is energy? They described a lot of things that sounded really good, yet far too advanced for my non-medical mind. Part of the reason why energy is of Read more

Imitate to Improve – 6/3/25

Posted on in Customer Service Tip of the Week Please leave a comment

Oscar Wilde said that “Imitation is the sincerest form of flattery.”  Now this doesn’t mean that plagiarism is the sincerest form of flattery.  Nor does it mean that great impersonators such as Rich Little, Dana Carvey, or Frank Caliendo are always offering flattering portrayals of those that they imitate.

Wilde’s statement essentially means that it’s a form of praise to imitate the actions or words or approach of someone else.

In business, we call that identifying and applying best practices.

For an individual in customer service, we can apply this “imitation approach” to our work, as well.

Do you have a co-worker who handles themselves in a way that you consider exceptional?  Maybe it’s in difficult situations or with difficult people.  Potentially it’s just how they answer the phone or how their attitude maintains positivity or open-mindedness throughout the day.

*** Identify specifically what they do, potentially ask them about their attribute, and try to apply that best practice.

Have you ever been a customer that’s been served by an employee, and you thought: “Now THAT was excellent customer service!”  Or… “that person is really, really good at their job.”  Or… “that individual must love what they do!”

What about that employee made you feel like they were delivering excellent customer service, made you feel like they were good at their job, made you sense that they must love what they do?

*** Again, identify that attribute, and apply it in how you engage and interact with others.

“Flatter” others by imitating their best practices.

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Brainstorm to Better Yourself – 7/2/24

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I’ve led enough sessions with clients on continuous improvement topics to have solid experience on how to lead ideation exercises, brainstorming to develop new ideas.  Oftentimes these sessions start with the right question; the first answers may not be the ultimate solution, but they can serve as a jumping off point for deeper/better ideas from participants.

Brainstorming as an individual isn’t quite as easy an exercise, but it’s something that can create similar outcomes.  If you’re trying to identify ways that you can improve yourself and your role in customer service, it really helps to be asked the right questions.  So hopefully some of the following questions – and particularly your answers to these questions – will help you to find ways that you can be just a little bit better in the future than you are today:

If you had 2 free hours and could do anything possible to uncover ways to better your performance, what great customer service companies would you research?  What co-workers would you shadow?  What team members would you sit down with to just tap their brains for ideas and best practices?

How could you improve your communication skills?  Become a better listener?  Communicate more concisely and specifically?  Become more empathetic of the other person’s situation?

If you had available financial resources or funding, what training or webinars or books or workshops would you engage with to learn?

What are the 3 aspects of customer service where you are best?  What can you do to get better?

What are the 3 aspects of customer service where you have the least experience or you’re not quite as strong?  Who or what can you engage with to get better at those 3 specific topics?

Maybe these questions lead you to one or two ideas that you can take action on to improve.  Maybe these questions lead you to 8-10 different ideas.  Either way, answer these questions to identify opportunities to improve.

Take a few minutes to brainstorm by yourself to find ways to better yourself.

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Respect, Regardless of Rank – 8/22/23

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I was reading a management book written by a former naval officer.  He was given a leadership role over a ship that had been underperforming and had low morale.  One thing he did to turn around the performance, to improve morale, was instill in everyone onboard the principle that we need to respect each other, regardless of rank.

For anybody who’s watched an old military movie where the personnel show respect for rank, often you hear the statements of “Yes, General” or “Sir!  Yes, Sir” that we see exhibited by those with the more junior ranks.

But the Captain of this ship, the one trying to instill a new, high-performing culture, expected EVERYONE to be respectful of EVERYONE.

To understand “respect” in customer service, we have to paint a picture of it.  For many people, it’s much easier to paint a picture of respectful behavior by describing disrespectful behavior so that people know what action NOT to take.  Sometimes we literally define the word respect to paint that picture for those in customer service.

Communicating Respect to Rank

Today, let’s think about respect in terms of how it’s conveyed to people of rank – whether it’s an organizational leader or even the President.  The words we use (Yes, Sir or Yes, Ma’am) are stated frequently in response to what the ranking person says.  With individuals in those in high-rank roles, we try to understand their needs so that we can address them, carrying out their orders or requests.  We listen as much as possible in that one encounter to minimize the need to meet with them again as well as to ensure we don’t take up any more of their time than is necessary.

Communicating Respect Regardless of Rank

These are all actions and behaviors we can do with each other – with co-workers and with customers.  Use personal names and respectful terms to greet and address individuals throughout the conversation.  Try to understand specifically what they’re saying by asking the right questions and spending the majority of our time listening.  Allow them to speak first, and be patient through the conversation.  Follow through on what we offered to do, trying to limit how much of their time is required, whenever possible.

Respect, Regardless of Rank – find ways to make respect an all-the-time thing.

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